ADS Level 5 Administrative Assistant - Procurement Services Office

Competition Number: 
46E15
Position Type: 
Staff Position
Closing Date: 
Thursday, June 25, 2015
Date of Posting: 
June 18, 2015
Department: 
Procurement Services Office
Position: 
ADS Level 5 Administrative Assistant
Contract: 
Full Time Permanent Position
Hours of Work: 

33.75 hours per week

Salary: 
$41,806 to $45,999 per annum, as per CUPE 1870

The Procurement Services Office at the University of Prince Edward Island invites applications for the positon of Administrative Assistant.  This position is the first point of contact for the office and represents the office in a positive and welcoming atmosphere.

The Procurement Services Office is responsible for a variety of functions that support many activities of the campus, in a fast paced, deadline oriented work environment. Primarily responsible for the timely ordering and receiving of goods and services via data entry, purchase order processing and tendering processes; customs clearance processes and data management, campus inventory control, records maintenance and asset tagging; campus telephone systems, desk top and mobile, records maintenance and work order processing; control of surplus inventory and sale or disposal of assets; campus vehicle fleet records; and all functions of Central Shipping/Receiving.

Reporting to the Manager of Procurement Services, staff work in an independent approach and team approach as a campus support department, and as such must be knowledgeable in and able to support and back fill other office duties and processes. Incumbent must work well under pressure, have proven ability to multitask and efficiently manage time to meet given deadlines.

RESPONSIBILITIES:

• Record all the data entry for purchase order generation
• Responsible for the on-line and credit card purchases
• Trouble shooting shipping and billing issues
• Deal with inquiries from suppliers and departmental staff and researchers
• Maintain files for office credit card purchases and statement reconciliations
• Budget verifications and authorizations
• Request for quotations and public tendering processes
• Maintenance of campus inventory data and asset tagging
• Serve as the main office reception for public and campus via phone, electronically and in person
• Maintenance of office files and support all functions of the Procurement Office
• Perform other related duties as assigned

QUALIFICATIONS:

• Two year post-secondary program in Office Administration
• Three years progressive related work experience in a fast-paced confidential office environment
• Must have comprehensive  knowledge and skills in advanced word processing, electronic information systems and related software
• Excellent customer service skills, including initiative, problem solving and follow through
• Strong organizational and document management skills
• Initiative and flexibility, ability to work well independently and with others while meeting regular and unplanned deadlines
• Excellent interpersonal, oral and written English communication skills
• Broad knowledge of the campus environment, policies and operating procedures, and related public procurement processes would be considered an asset

Application Instructions: 

Please submit electronically a cover letter, quoting the competition number, a resume and reference list, to be received no later than the closing date, via the link below. You can also apply in person to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number (902) 894-2895.

In accordance with Canadian immigration requirements, all qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority.

The University of Prince Edward Island is committed to gender equity in employment. Only those applicants who are invited to an interview will be acknowledged.

Successful Candidate(s): 

A. Acorn

UPEI encourages all qualified applicants to apply for job openings; however, in keeping with the terms and provisions of the university’s various employment and collective agreements, first priority will be given to internal candidates.
Contact UPEI