Toronto, ONFull-time, Contract
***3 Month Assignment with potential extension***
Purpose:
To ensure the accurate and timely entry, processing and distribution of mail, academic documents and information into WES systems to facilitate the seamless flow of WES evaluations
Key Result Areas:
Process and match all incoming application-related postal and courier mail on the day it is receivedAccurate entry of courier mail into tracking system on the day received, including applicant reference number where availableProcess faxes, emails, and challenges on the day receivedAccurate entry of unmatched documents into AICESPurge scanned non-original documents on completion of document review as directedOriginals documents are handled as per WES policies and procedures and returned to applicant after reviewOffice mail distributed as per WES policies and proceduresRelationships:
Internal:
Customer Services staffAccounting staffExternal staffUS Office staffMarketing staffRegional Offices External:Applicants
Primary Duties and Responsibilities (may overlap with Key Results Areas – responsibilities vary by individual):
Open incoming mail, including academic records and correspondence from institutions, applicants, other 3rd parties and follow mailroom protocols for stamping, logging mail and, preparing documents for scanning, etc.Follow courier mail tracking protocols by correctly entering courier tracking information into appropriate systemSearch for appropriate applicant in AICES and match documents to existing WES applicant account,Print coversheetsEnter documents for applicants not currently in the system (Unmatched documents) according to WES policiesRetrieve physical documents when requestedFollow all return original document review and return protocolsPurging of scanned documents as directedScan all documents accurately and in a timely mannerSecondary Duties and Responsibilities (may overlap with Key Results Areas):
Assist with all tasks in the Academic Records Department as required.Expected Performance Outcomes:
Zero missing documents (all files coming into department, go out of department)Incoming mail and academic documents are entered, matched and processed in an accurate manner on the day receivedFiles/Documents handed to scanners prepared and ready to be scanned, (no staples, paperclips, etc.)All mail identification protocols are followed (stamping, rush services, etc.)Required Competencies and Characteristics:
Competencies:
Excellent computer skills including Microsoft Office and experience working with databasesExperience in an office setting, particularly handling large numbers of records/documentsGood oral and written communication skillsCharacteristics:
Positive team playerAble to maintain a positive attitude and produce accurate workAbility to multi-taskOrganized and detail-orientedCreative and effective problem solverApproachable, accountable and able to accept constructive criticismUnderstands and upholds security protocolsAble to logically think through an issue, troubleshoot problems, etc.
AODA Statement: WES Canada is committed to providing accommodation for persons with disabilities. If you require accommodation, we will work with you to meet your needs.
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