Clerk II, Facilities Management & Planning - Temporary Full-Time (1.0) (until July 2027)

Compensation Pay Range

$25.26-$31.04

Please Note: If you are a current CHEO employee with access to Workday, please apply to this posting via the Workday application as an internal applicant using the Jobs Hub.

To successfully apply for this position, please submit your application by 11:59 pm the day before the advertised closing date in the posting to ensure your application is received.

Ottawa is built on un-ceded Algonquin Anishinaabe territory. The peoples of the Algonquin Anishinabek Nation have lived on this territory for millennia and we honour them and this land. Their culture and presence have nurtured and continue to nurture this land. CHEO also honours all First Nations, Inuit and Métis peoples and their valuable past and present contributions to this land.

CHEO is one of the few stand-alone, global leaders in pediatric health and is home to more than 6,500 staff, clinicians, scientists and researchers, as well as volunteers – all of whom work together to help children and youth achieve their best lives. Within its own walls and through partnerships with community providers, CHEO has transformed from a 20th century acute care hospital into a 21st century integrated child and youth health system.

Ranked in the top 1% of Canadian hospitals for the digitization of its clinical infrastructure, CHEO combines excellence in clinical care, research, and education to advance seamless care that’s provided where, when, and how it is needed. CHEO’s Research Institute is dedicated to world-class clinical, translational, and basic science research covering a wide range of children’s health concerns. CHEO has been named Canada’s best health-care employer by Forbes in 2024, 2025 and 2026 and is ranked second among Canadian hospitals on its list of Canada’s Best Employers for multiple consecutive years. For the 14th consecutive year in a row, the editors of Canada's Top 100 Employers has recognized CHEO as a top employer in the National Capital Region. Every year CHEO helps more than 500,000 children and youth from Eastern Ontario, western Quebec, Nunavut and Northern Ontario.

Position Summary

The clerk provides administrative and clerical support including reception, communicating with FM staff and contractors, preparing

purchase orders and maintaining project and work order records.

Job Description

• Receive calls/requests for services via telephone, email, or verbally. Log all requests (i.e., enter data on the nature of the request, location, user/contact person, cost centre, sub-account, assigned tradesperson) into the computer based Control System. Produce assigned work orders using proprietary Maintenance Inventory Management System and distribute to appropriate staff. Enter work order close out once the work is complete.
• Assist with vacation coverage of inventory receiving and purchasing duties.
• Notify facilities maintenance staff by radio of any emergency work which requires immediate attention.
• Contact specialist service contractors to respond to equipment malfunctions for such items as elevators, chillers, fire alarm systems, sterilizers, operating room lights, pest control, etc.
• Monitor the medical gas alarm panel and take action in response to incoming alarms.
• Supervise a radio base station on a frequency with eleven portable units in order to maintain contact with facilities management staff. Liaison with 2-way radio vendor for repairs and new purchases.
• Assign the appropriate cost centre and sub-account to each work and purchase order to facilitate expenditure control, tracking, and budget management.
• Produce purchase orders (formal contract) for all one-time and repetitive service contract support. Maintain a purchase order log book. Distribute copies of all purchase orders to contractors, finance dept, and within facilities management dept.
• Produce regular purchase order and cost summary reports by cost centre to facilitate overall budget control and management.
• Review, verify, and reconcile all invoices against approved purchase orders before passing them for certification. Contact contractors to reconcile errors or omissions. Ensure that all certified invoices are forwarded to finance dept for payment.
• Maintain fully documented and complete project files for all capital and maintenance projects and repetitive full service contracts.
• Requisition service and supplies using a CHEO VISA credit card. Maintain a purchase log. Reconcile monthly statements. Assign appropriate cost centres and sub-accounts.
• Issue security & parking passes for all contractors. Maintain a pass control log book.
• Maintain a tender pick-up, delivery, and opening system for one-time tendered contracts.
• Gather contractor documentation for general liability insurance, Workplace Safety and Insurance Board (WSIB), and the Ontario Sales Tax Registration Certification for out of province contractors.
• File, order office supplies, photocopy, take messages, and prepare signage.
• Maintain records for facilities management staff for shifts worked, overtime, absences, and leaves. Inputs all staff activity data into StaffRight every bi-weekly pay period and forwards input to Payroll dept.
• Reconcile pay cheque discrepancies on behalf of staff members with facilities management records and initiate corrective action on any errors or omissions.
• Maintain a sign-in log book for temporary staff and students.
• Assist with Security and Parking timekeeping.
• Supervise contracts for wheel chair repairs, hospital signage, and pest control. Authenticate requests. Requisition services from contractors. Raise purchase orders. Ensure that services are delivered in accordance with the applicable contract. Reconcile invoices prior to passing them for certification.
• Perform work in accordance with the provisions of the Occupational Health and Safety Act and Regulations and all CHEO corporate/departmental policies and procedures related to Occupational Health and Safety.
• Obtain approval and confirmation for Signage requests; issue PO’s and follow up with supplier.
• Be available for overtime occasionally if requested
• Perform other related duties as assigned by supervisor.

Qualifications

• Criminal Record Check (Essential)
• Secondary School Graduation Diploma (Essential)
• Community College Diploma (Preferred)
• Minimum 6 months of related experience (Essential)
• Knowledge & Experience with Microsoft applications & Internet i.e. Outlook / Excel / Word (Essential)
• Communicate effectively and concisely, both orally and in writing (Essential)
• Experience in financial related setting and with financial processes (Preferred)
• Knowledge and Experience with PO creation , invoicing and construction project administration (Essential)
• Deal effectively with internal and external customers. (Essential)
• Ability to prioritize and manage a diverse workload (Essential)
• Fluently bilingual in French and English (Preferred)

Timeline may be extended or shortened based on operational needs

• Please note you will be represented by the Laborers International Union of North America (LiUNA).

Effective March 29, 2021, CHEO will conduct a more comprehensive pre-screening and evaluation process. This process may include more varied and multidimensional testing such as a written test, practical exam, or other assessment. All candidates who meet the essential and preferred qualifications may be tested.

Bilingualism (French/English) will be validated by a language proficiency assessment conducted by a third party provider. Candidates will be required to meet the minimum linguistic profile prior to the date of hire.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [email protected] . All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

Please note you will be represented by the Laborers International Union of North America , (LiUNA).

CHEO values diversity and is an equal opportunity employer. We are committed to providing an inclusive and barrier-free work environment, starting with the hiring process and welcome interest from all qualified applicants.

Should you require accommodation during any phase in the recruitment process, please contact Human Resources at [email protected]. All information received in relation to accommodation will be kept confidential and will be handled in compliance with the Accessibility for Ontarians with Disabilities Act.

We thank all those who apply, however, only those to be interviewed will be contacted.