Administration Technician - Gatineau, Canada - CÉGEP Heritage College

CÉGEP Heritage College

Verified Company

Gatineau, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

COMPETITION NUMBERC23-24-SS-2- DEPARTMENTProcurement and Financial Services

PREDECESSORHalima Ferraq
IMMEDIATE SUPERVISOROusmane Niang
WORK LOCATION325 boul. de la CitédesJeunes, Gatineau, Quebec, Canada, J8Y6T
TYPE OF HIRINGRegular fulltime
WORK SCHEDULE35 hours per week

Monday to Friday from 8 a.m. to 4 p.m.

Posted from November 20th, 2023 to December 3rd, 202- SALARY RANGE

24.21$ $
ROLE SUMMARY
The principal and customary work of the employee in this employment class consists in performing various types of technical tasks of an administrative nature. Specifically, it involves a variety of administrative duties of relatively complex nature related to the daily operation of the purchases in the Procurement and Financial Service Department in conjunction with college policies and bylaws. The employee also assists in the management of financial and material resources, tendering, preparing of contracts, and building services. The employee assists personnel as well as users of the department concerned. This employee is the contact person for all purchasing activities.
DUTIES
Solicits competitive quotes on products and services for purchases related to operating budgets, and performs the subsequent analysis with respect to price, specification, quality, delivery, after sales service, and warranty.
Issues purchase orders in accordance with College procedures, practices and bylaws.
Processes purchase requisitions resulting from capital requests where tenders by invitation or public tenders are not required.
Does the followup of the open purchase orders with the suppliers and informs the internal users about any significant changes.
Processes reception of the items in the system and distributes the packages to the receivers.
Controls the reception of the invoices, verifies its information, and submits the necessary documents to Financial Services for payment.
Arranges the return of goods for credit and investigates problems arising from discrepancies between invoices and purchase orders.
Assists in the processing of purchase requisitions resulting from the capital process which require multiple quotes or tenders in conjunction with the Procurement and Financial Services Coordinator.
Creates and maintains a product and services coded catalogue and ensures the distribution of appropriate categories to departments.
Keeps informed on the laws and rules relative to goods and services, taxes and customs regulations.
Maintains an orderly and uptodate supplier catalogue file.
Controls the petty cash of the department.
Provides regular training to departments on the automated purchasing system (Clara) with followups to ensure proper usage and advises of new features.
May be asked to coordinate the work of other support employees involved in the carrying out of programs or technical operations for which the incumbent is responsible.
May act as backup to the Administrative Support Agent
Class I when absent.
May represent the department on committees regarding purchasing matters.
Performs any other related task.
MINIMUM QUALIFICATIONS REQUIRED
Diploma of collegial studies (DEC) in Administration, or a diploma or attestation of studies whose equivalence is recognized by the competent authority.
Must possess very good communication skills in both English and in French (oral, written and comprehension).
Experience with Microsoft Office is essential.
ADDITIONAL QUALIFICATIONS
Must possess excellent communication, organizational and interpersonal skills.
Must be fully Bilingual (French/English)
Must have excellent analytical and problem solving skills.
Must be diligent, dynamic, creative and resourceful.
Must be able to work independently and efficiently with mínimal supervision, and have the ability to work as part of a team.
Must be flexible and able to adapt quickly to different situations.
Must have a strong work ethic and be able to exercise discretion.
Knowledge of the Cégep educational system would be an asset.