Records & Mail Services Clerk in Ottawa

The Professional Institute of the Public Service of Canada (PIPSC), a national union representing over 80,000 professionals and scientists across Canada, is seeking a bilingual Records & Mail Services Clerk to join our team at our National Office in Ottawa.

PIPSC/IPFPC is committed to building an inclusive workplace where diversity of thought – and of people – are recognized, valued, and considered essential to achieving our goals and objectives. We strive to create a work environment that is welcoming to everyone regardless of their gender, age, religion, race, ethnicity, and nationality, particularly equity deserving groups, such as members of the IBPOC, 2SLGBTQIA+ communities, and people living with disabilities.

All qualified candidates will be considered; however, in support of achieving a diversified workforce we encourage applications for this opportunity from candidates belonging to one of the employment equity groups: Indigenous peoples (First Nations, Metis or Inuit), peoples of colour or persons with a disability.

What can I expect to do in this role?

Under the direction of the Director Corporate Services, and reporting to the Manager, Operations, the File Clerk provides clerical and administrative support by receiving, recording, distributing, and filing correspondence and documents. The position is responsible for maintaining accurate and accessible physical and electronic filing systems in accordance with established procedures, confidentiality requirements, and records management standards.

Primary responsibilities:

• Receive, sort, date-stamp, register, and distribute incoming mail, correspondence, and deliveries in accordance with established procedures.
• Maintain organized and up-to-date physical and electronic filing systems to ensure timely retrieval of documents and information.
• File, scan, index, and upload documents into electronic document management systems and attach records to member files, as required.
• Maintain and safeguard current and historical original signed Collective Agreements in accordance with records retention and confidentiality standards.
• Prepare files for off-site or long-term storage, including labeling, inventory tracking, and coordination with storage providers.
• Respond to internal requests for files and records in a timely and accurate manner.
• Photocopy, assemble, collate, sort, and prepare documents and packages as assigned.
• Stock and maintain office and business centre supplies, as required.
• Support reception and front-desk functions on an occasional or back-up basis, as operationally required.
• Assist with inventory tracking and organization of Corporate Services storage areas and communicate with internal groups to ensure orderly maintenance.
• Participate in multi-disciplinary teams assigned to special projects and work collaboratively with employees in other sections.
• May be requested to undertake other related duties on a periodic basis.

Knowledge and Experience Requirements

Education / Experience:

• Completion of a secondary school diploma or provincial equivalent; and
• Six months to one year of progressive and related experience in clerical or administrative positions, or
• An equivalent combination of education and experience.

Language requirement: Fluency in both official languages (French and English) is required.

Skills and experience required:

• Knowledge of basic clerical and records management practices.
• Ability to follow established procedures for filing, document handling, and information security.
• Strong attention to detail and accuracy in handling documents and data.
• Ability to organize, retrieve, and maintain records in both physical and electronic formats.
• Basic computer skills, including proficiency with document scanning, file management systems, and standard office software.
• Ability to manage routine tasks independently while recognizing when to seek guidance.
• Effective interpersonal skills and the ability to communicate clearly with internal clients.
• Reliability, discretion, and respect for confidentiality requirements.

Compensation Package

Annual Salary Range: $57,204 to $71,506 (G2)

Group Benefits: Health, Dental

Vacation: 4 weeks per year, plus other generous paid leave

Paid Time Off: December 27th to 31st

Note: Preference will be given in accordance with the provisions of the Collective Agreement for the IAM Local 3011 bargaining unit.