Distribution Clerk, Distribution Services, Supply Chain Management

We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta. The City of Calgary is also home to Métis Nation of Alberta, Region III.

Position Overview

The Distribution Services Team in Supply Chain Management is currently seeking a Full-time Temporary (Relief) Distribution Clerk for approximately 4 months.

The Distribution Services Department provides the following services and support to University departments/faculties: shipping and receiving, mail delivery, general storage, furniture moves and installation, equipment disposal, and confidential document pick-up and disposal.

The Distribution Clerk reports to a Team Leader and is required to carry out varied duties with a high degree of competence and accuracy.  Effective communication skills are essential to deal with customers in a wide range of capacities across campus. The working units operate on team-based principles.  The normal shift schedule is 35 hours per week, Monday through Friday.

Current Regular, Sessional or Recurring Part-time (RPT) Support Staff applying on this Temporary position are strongly encouraged to review Article 42.06 – Job Opportunities of the University and AUPE Local 052 collective agreement . In advance of accepting a Temporary position, affected employees are required to seek written confirmation from their manager as to whether their Regular, Sessional or RPT position will be available to return to at the conclusion of the temporary assignment.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

The Distribution Services Clerk is responsible for the receipt and processing of all incoming shipments and mail for the University of Calgary from suppliers, departments, Canada Post, and other organizations. The primary tasks may vary depending on work assignments within the Distribution Services area. The Distribution Clerk would carry out the following duties as outlined below:

• Centrally receives incoming shipments of goods and equipment delivered to the University of Calgary
• Accurately processes, sorts and delivers incoming shipments across campus.
• Delivers shipments to end user locations, (ie labs, offices within Foothills Campus)
• Accurately sorts incoming mail for pick up and delivery
• Verifies accuracy and condition of all shipments. Receives and reconciles in the University of Calgary ERP System (PeopleSoft)
• Responsible for liaising with Procurement and Vendors on quality control issues related to shipments, including short-shipments, damaged goods etc.
• Ensures all shipments classified as Dangerous Goods (DG) meet government regulations prior to receiving/handling
• Enters shipment data into package tracking system for all shipment traffic processed through Distribution Services
• Assists in the preparation of outbound shipments, including Dangerous Goods (DG), based on chosen mode of transportation to final destinations, including accurate completion of documents
• Ensures all shipments are secure prior to transporting
• Provides shipment status upon customer requests
• Recommends and arranges most efficient means of transport for goods and services upon request
• Responsible for processing outbound mail and reconciliation of financial information related to postage costs
• Tracks and records volumes for trends crucial to budget analysis
• Prepares University surplus assets for disposal and cost recovery allocation
• Ensures stored controlled commodities are issued to the Cumming School of Medicine and Faculty of Veterinary Medicine, as per established policy and procedures. (Foothills Campus)
• Acts as Dock Master in loading dock area and coordinates incoming & outgoing delivery traffic. (Foothills Campus)
• Must be proficient in developing and maintaining a healthy team environment with expertise in all areas
• Duties will include, as part of the Supply Chain Management process, the responsibility of handling and processing purchased goods and equipment relating to materials distribution, postal services and equipment/furniture disposal
• Required to make a positive impact on all requests and inquiries by departments
• Must ensure actions are definite and clear to establish trust throughout the campus
• Must be able to identify problems and take appropriate action to resolve them
• Responsible for assisting in the development and refinement of services in anticipation of growth and increased demand for services at the University
• Performs at a very high degree of accuracy, efficiency and speed with an understanding that services have a direct impact on academic and research departments as well as services provided to students
• Must be flexible and able to adjust levels of service to meet the timelines of academic and research departments
• Ensures policies and procedures established by Supply Chain Management and the University are followed
• Required to be proficient in the use of package tracking software and other related programs supporting Distribution Services and Supply Chain Management business processes
• Works within tight timelines and is able to multi-task
• Possesses good problem solving skills
• Ensures the immediate supervisor is kept informed of activities, changes or problems encountered when providing service to the campus
• Ensures regular work attendance and punctuality on a daily basis
• Ensures daily tasks are completed both individually and collectively with minimum overtime
• Interacts effectively with co-workers and staff on campus, demonstrating consideration and respect
• Aware of the impact of behavior on others and able to modify approach effectively
• Ensures that equipment and work space/facilities supplied by the University are maintained and kept in good order

Qualifications / Requirements:

• The incumbent will have successfully complete a Grade 12 and/or three to five years of experience in a clerical, postal, shipping and receiving or stores area
• Experience with Package Tracking hardware and software are essential as well as knowledge of ERP systems (preferable PeopleSoft)
• Possess good communication, interpersonal skills and proven ability to handle customers both on and off campus in a respectful, pleasant and professional manner
• Must be proficient at data entry and have intermediate experience with Microsoft Office including Office 365 and OSSI System
• Must successfully complete WHIMIS, Transportation of Dangerous Goods (TDG) training as well as various safety courses
• Must have experience in shipping Dangerous Goods via air in conjunction with IATA regulations
• Must be able to perform heavy manual work, and meet the daily physical demands of the position (lift 50lbs)
• Possess a valid class 5 driver license and be able to safely operate UofC vehicles
• Must be certified to operate a Forklift
• Experience with SCLogic shipping and receiving application

Application Deadline:  November 28, 2022

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is part of the AUPE bargaining unit, and falls under the Operational / Administrative Job Family, Phase 2.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website . 

The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.

About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca .

The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High , committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion (equity@ucalgary.ca ) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca ).

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.