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Material Records Clerk/Print Room Clerk

Department: Plant Operations Effective Date: November, 2014

35 hr/wk

Reports to: Manager Administrative Services

General Accountability

This position accountable to the Manager Administrative Services is responsible for the co-ordination of all material payments for the department, the operation of the print room as well as receiving assignments for daily tasks.

Nature and Scope

This position is one of eight (8) reporting to the Manager, the others are the Administrative Systems Assistant, Payroll Administrator, Payroll/Office Assistant, 3 Maintenance Records Assistants and the Customer Service Assistant. 


This position is responsible for maintaining the information systems pertaining to the acquisition of goods and services utilizing the University’s financial system (FORE ) and the Plant Operations Tool Crib System, maintains the departmental printing service and assists with Records Management. 

Statistical Data

Plant Operations is the University of Waterloo’s largest support department.

- 11,000 acquisition transactions per year in over 150 general ledger accounts

- processing 50,000 time cards per year

- processing 20,000 work orders per year

- processing 1,700 work requests per year

- printing & scanning drawings and maintenance manuals for new buildings and renovations

- gross annual budget for Plant Operations is $40,000,000

Specific Accountabilities

a)  Maintaining the material records, process payables, ensuring accuracy of purchase orders and invoices, including the matching and filing of purchase requisitions, purchase orders, and invoices, using the on-line financial system and the reconciliation of monthly statements; this encompasses approximately 11,000 transactions/year in over 150 general ledger accounts.


b)  Ordering  general office supplies for department



c)  Responsible for the daily operation of the Print Room.  This includes the operation of the large format scanner/printer, scanning, printing and hanging building as-built drawings,  equipment maintenance and ordering printer supplies.  Scanning operating and maintenance manuals received for renovations and new buildings


d)  Provides backup to Payroll Office Assistant

Completely conversant with processing reimbursements for safety shoes, glasses and trade license for CUPE staff .  Ensures eligibility, verifies amount of subsidy, obtains proper authorization and processes payments.


Assists with the processing and receiving the annual uniform order.


Entering daily time card information for approximately 350 hourly paid employees into the Plant Operations Payroll system.  The information entered from these time cards is used to calculate $10,000,000 in gross pay for the hourly paid staff and $4,000,000 in maintenance charges to ancillary departments.  Accuracy and timeliness is critical.



e)  Assists with various office duties as required




The person will demonstrate excellent mathematical abilities, a high degree of accuracy, excellent  communication, organizational, and computer skills, and the ability to work in different PC and mainframe applications.  The person must be able to process large amounts of paperwork in a timely manner.  The incumbent must be reliable and committed to effectively fulfill the requirements of this position.

Working Conditions