Office Clerks

Reports to: Executive Assistant

Hours: Variable (dependent on availability)

Term: Sept - April 30 (potential summer work if available)

This posting closes Sunday, July 19th at 11:59pm.

The Office Clerk provides front-line customer service for the MSU, including reception and telephone duties for the Main Office. This includes providing information and support to students and parents ranging from student fees, the health and dental plans, and the HSR bus pass fee, to validating changes in signing authority and reimbursements for the Clubs Department. The Office Clerks also provide general administrative support for the office
as determined by the Operations Coordinator. 

Office Support

• Answer and direct inquiries from all individuals contacting the MSU via e-mail, telephone, or in person 

• Answer and direct telephone calls appropriately within the MSU and the University 

• Schedule appointments and meetings for Full-Time staff and Board of Directors upon request

MAIL  

• Sort & bag outgoing mail  

• Sort, date stamp, & distribute incoming mail 

• Sort, date stamp invoices, record cheques, & deliver to the Accounting Department 

FED EX 

• Ship items for staff upon request 

PHOTOCOPIER 

• Distribute print outs 

• Copy codes to include changing codes and distribution of codes to departments 

• Photocopier maintenance to include refilling paper trays and toner as necessary 

• Record copy totals for billing purposes 

• Order photocopier supplies (toner, paper) as necessary 

OFFICE SUPPLIES 

• Order supplies as needed 

• Inventory control of supply cabinet 

• Management of supplies, incoming and outgoing 

• Process special orders as deemed necessary 

FAXES 

• Periodically check incoming faxes and distribute appropriately 

• Assist staff when needed to fax documents 

SRA and EB PACKAGES 

• Prepare meeting documentation for SRA and Executive Board meetings as required 

SPACE MANAGEMENT 

• Arrange bookings for all MSU meeting rooms, as well as finding outside meeting rooms and lecture halls for special events and trainings as required 

• Sign out keys for service-specific offices using established procedures 

Special Projects

EMPLOYMENT ASSISTANCE 

• Assist the Operations Coordinator with part time staff hiring by scheduling interviews and facilitating pick ups of employment packages 

GOLF TOURNAMENT 

• Responsible for mass mail outs of invitations and thank you letters to sponsors including but not limited to mailing labels, collating letters and sending letters out 

• Record RVSP responses in a central database 

STUDENT RECOGNITION NIGHT 

• Ensure that the RSVP mailbox is checked on a regular basis and keep a record of RSVP’s for an accurate count of guests 

• Help create a seating plan and ensure that name cards are created 

• On the day of the event, if available, assist with creating the seating plan and help seat guests accordingly 

SRA AND EB BINDERS 

• Extracting all important motions from the SRA and EB packages of the year, and summarizing them 

• Ensuring all documents are present in the created binders, and in the proper order 

HEALTH AND DENTAL CHEQUES 

• Folding, counting and Mailing the Health and Dental Opt out Cheques. 

Other:

• Update main contact list for staff within the MSU and distribute accordingly 

• Maintain contact page on the MSU webpage as necessary 

• Maintain a neat appearance of the Main Office Reception area 

• Other duties as assigned by the
  Operations Coordinator 

Knowledge, Skills and Abilities 

• Interpersonal skills required to effectively interact with individuals, 

• Must have a thorough understanding of the campus in order to provide accurate information, including resources and programming provided, what services are provided by other campus partners, etc.  

• Resourcefulness is required to provide superior information of the MSU and the University 

• Strong organizational skills are required, as multiple tasks and activities will be required to be completed simultaneously 

• Conflict mediation skills are an asset, to deescalate situations with upset parents or students 

• Ability to recognize priorities when scheduling meetings for full time staff and the Board of Directors 

• Strong written and communication skills required  

Effort & Responsibility 

• Effort required to stay up-to-date with events and information 

• Responsible for ordering and restocking office supplies as required 

• Responsible for maintaining
  accurate recording of payments received 

• Responsible for managing MSU Space, including the meeting rooms and service office keys 

Working Conditions 

• Work is performed at the Reception Desk in the Main Office, and interruptions are frequent 

• Hours are spent sitting and staring at a computer monitor which may cause strain if not monitored 

• Regular lifting of paper boxes (up to 50lbs) occurs  

Training and Education

• Experience in a customer service environment is an asset 

• Additional training will be provided 

Equipment 

• Shared computer 

• Fax Machine 

• Meridian Telephone System with voicemail 

• Photocopier 

We thank all applicants for their interest and effort in applying for the position, and advise that only those candidates selected for interviews will be contacted.

The McMaster Students Union (MSU) is strongly committed to employment equity within its community and to recruiting a diverse staff. The MSU encourages applications from all qualified candidates including women, persons with disabilities, First Nations, Métis and Inuit persons, members of racialized communities and 2SLGBTQIA-identified persons. If you require any form of accommodation throughout the recruitment and selection process, please contact Human Resources by email at [email protected]. Please note that the MSU is an independently incorporated students’ union operating within the McMaster University community; this is not a McMaster University position.