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Genome Sequencing Centre Clerk

Job Code: GSCC HEU Req# 67912

The Genome Sciences Centre Purchasing Clerk assists laboratories and departments with their daily supply, services and sourcing needs and is responsible for organizing, processing, and receiving orders by utilizing supply chain procurement systems and computer programs such as Microsoft Word, Excel, and Access.

The Purchasing Clerk performs clerical duties including data entry of orders, contact with suppliers for pricing verification, contact with couriers and brokers for shipping related enquiries, modification or cancellation of previously placed orders, and is responsible for a variety of other clerical functions such as word processing of technical and non-technical material, maintenance of spreadsheets, analysis and report generation. The Purchasing Clerk performs receiving duties by physically accepting shipments from the courier, verifying contents against the order and noting damage or discrepancies. The Purchasing Clerk performs delivery duties by bringing ordered items from the receiving area to designated delivery locations within the building and securing proper sign off upon delivery. All duties are carried out in accordance with the purchasing and receiving standard operating procedures. 

Duties: 

1. Order supplies, equipment, repair and services using centralized procurement systems and software applications to generate requisitions for all orders placed within the organization.

  • receive and process order requests;

  • ensure required details are included in each order request such as account coding and delivery location;

  • confirm pricing and availability from vendors;

  • investigate item alternatives as required;

  • prepare order requisition in accordance with the buying institution;

  • input purchase order number into procurement system and follow up with vendor on ETA, expedite as required;

  • investigate and resolve backorder and delivery issues;

  • maintain records and departmental filing systems as required. 

2. Receive, inspect and record shipments and resolve invoice and receiving discrepancies by researching and liaising with end user, courier and supplier contacts. Communicate changes, updates records, and process product returns or substitutions.

    • physically receive shipments off courier trucks and sign paperwork upon receipt;

    • inspect contents to ensure they are not damaged and document damage where necessary;

    • verify quantity, quality and price of packages according to order and invoice;

    • resolve incorrect shipments with end user, courier and/or supplier;

    • return outdated and/or deleted stock to vendors as required;

    • ensure that invoices are signed;

    • maintain accurate records and assist in inventory control. 

3. Deliver items using a cart or trolley from the receiving bay to drop off locations within the building and secure signature upon delivery. 

4. Investigate and resolve incorrect and duplicate shipments, items that are not available, on back order or are damaged, and follow up with vendor for invoice adjustments and credit notes as required.  

5. Maintain data integrity across files, information systems and computerized procurement systems by entering new item information and any changes to existing items such as pricing updates, product details, supplier information, packaged quantity amounts and catalogue numbers.  

6. Liaise with end users in the laboratory and departments, vendors, suppliers, couriers and brokers.   

7. Perform all clerical duties as required by the purchasing and receiving standard operating procedures. Includes but is not limited to transcribing order information between procurement systems, review of data sets to ensure accuracy and integrity, document preparation for procurement, shipping and receiving related activities.  

8. Performs other related duties as assigned  

Qualifications 

Education, Training and Experience

• Grade 12 and two year's recent related experience or an equivalent combination of education, training and experience.   

Skills and Abilities

•          Ability to keyboard at 45 w.p.m.

•          Ability to communicate effectively both verbally and in writing.

•          Ability to deal with others effectively.

•          Physical ability to carry out the duties of the position.

•          Ability to operate related equipment.

•          Ability to organize work.            

 

To Apply

External Applicants

Please send your resume with cover letter to bcgscjobs@bcgsc.ca.

Internal Applicants

Internal (HEU and HSA union members) applicants please visit internaljobs.phsa.ca to apply online for internal job postings.