Mail and Imaging Clerk (Corporate Services and Facilities) - 6 month Contract found on iA Financial Group

Description

Reporting to the Manager, Corporate Services and Facilities – the incumbent is responsible for Mailroom and Imaging functions including the sorting/processing of incoming/outgoing mail and courier, computer output, and handling of Imaging documents. Along with taking part in moves, operating relevant printing and mailing equipment and security access card administration.

Key Activities:

Mail and Courier Services:

• Sort and deliver incoming mail and parcels, ICS, Purolator, and other couriers to IA Toronto Staff
• Process Canada Post mail through the Pitney Bowes SendPro P3000 Mailing Machine
• Track and transfer postage to the mailing machine and inform management of postage shortages in advance
• Collects and sorts outgoing mail, courier packages, and parcels for shipment
• Process outgoing courier packages via Purolator, ICS, and United Messenger Service
• Log incoming/outgoing registered mail, couriers, and other shipments to ensure it reaches its proper destination
• Process client cheques, billings, and client letters using the Pitney Bowes DI 600 Inserter
• Sort all computer generated output produced by CGI by bin numbers or job number, and deliver to various departments in coordination with Central Support
• Sort broker correspondence and contracts into agency slots
• Process and track all outgoing TPH (The Printing House) booklets for Group clients
• Process any monthly or mass mailings

Imaging:

• Receive and sort documents based on type and priority level to facilitate deadlines
• Prepare and scan documents according to Imaging procedures
• Carry out quality control and validation of all documents as required
• Filing documents according to addressing method procedure
• Opening and closing boxes for on-site and off-site storage
• Perform regular scanner cleaning and maintenance

Agency and Courier Administration:

• Process courier invoices to determine if all changes are correct and obtain credits before sending to IAQ Provisioning
• Maintain and update all internal broker address databases according to communications from Agency services

Supplies and Forms:
• Fulfill and ship supply and form requisitions according to customer’s needs (48 hours or less)
• Deliver supplies to internal clients at iA Toronto as required
• Replenish paper stock for all multifunction printers
• Assist with the deliver and pickup of Iron Mountain boxes

Printing:
• Carry out printing services including binding and production of basic brochures making products available for customer pick up
• Log printing jobs to track use of printing services

Moves and Changes:
• Distribution and retrieval of packing bins and dollies
• Moving cabinets, chairs, and other freestanding furniture
• Assisting with inventory of furniture and supplies as required
• Ensure working areas and storage spaces (including 15th floor) are clear and safe at all times

Security:

• Ensure all mail and courier items are correctly sealed and addressed
• Facilitate access cards administration for internal partners according to procedures

Other duties:
• Participate in training of all Corporate Services representatives to promote effective cross functional efficiency
• Maintain daily logs and monthly reports to ensure accurate record keeping and that our service providers meet their obligations
• Other duties as assigned

Qualifications

• High School Graduate and basic accounting knowledge
• Minimum 2 years job related experience
• Intermediate level of PC Skills (Word, Excel, Outlook)
• Detail orientated and able to maintain accurate records
• Good mathematical and analytical abilities
• Excellent written and verbal communication skills
• Ability to operate Corporate Services equipment
• Ability to move heavy objects

This is a 6-month contract with potential to become a permanent position.

iA Financial Group is committed to fostering a workplace that promotes diversity and inclusion. We can provide accommodation in our recruitment and selection processes to applicants with disabilities where required. Please contact me and I will work with you to meet your needs.

TOR2018