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Office Support Professional (Administrative Assistant)

Essential Functions / Major Responsibilities 

• Set up, compose, type, proofread and process to completion, and where required, have translated various documents that may include: correspondence, reports, agreements, proposals, reference manuals, presentations, news releases, forms and other documents, as required. Initiate follow-up where required.
• Perform general mail and email functions including: receiving, processing, responding to or forwarding incoming mail, and may require processing outgoing mailings and/or courier deliveries.
• Conduct information recording, gathering, processing, and dissemination functions which may include:  taking minutes/notes of meetings, as required; data collecting, inputting, and updating of databases; performing data searches and inquiries and generating reports; sharing information on processes, policies and procedures with other employees; and manually and/or electronically disseminating information, including maintaining website information, where required.
• Responding to and directing telephone inquiries to appropriate staff members; receiving and welcoming visitors, adhering to security sign-in procedures, directing visitors to appropriate staff member or location, opening or closing switchboard; and orienting reception staff, as required.
• Perform filing functions using manual and/or electronic file systems, updating reference manuals, and archiving, where required.
• Carry out scheduling functions including: arranging travel and accommodations; coordinating conferences, workshops, meetings, appointments and where required registration of participants and collecting of fees; updating calendars; and, gathering and preparing materials for meetings.
• Operate office equipment and ensure that it is maintained in good order.
• Maintain appropriate inventory of office supplies and/or materials, processing and verifying orders, where required.
• Provide assistance and back-up support to other staff, as assigned.
• Perform other related duties, as assigned.

Job Requirements

• Minimum 2 years experience in an administrative position is required, preferably in a union environment.
• Completion of secondary school is required. Business or Community College education in a relevant field or an equivalent combination of education and experience is desired.
• General knowledge of:

ο administrative policies and procedures.

ο CUPE political and organizational structure.

ο Internet research techniques.

ο databases and data management.

ο role-based operational focus, where required.

• Ability to:

ο speak and write at an above average level in English.

ο communicate effectively in a respectful and cooperative manner with the public, all staff, members, contractors, etc.

ο perform basic mathematical functions.

ο work with minimal supervision.

ο maintain confidentiality.

ο meet deadlines and/or establish priorities while working in a high-pressure work setting.

ο work with a high degree of accuracy.

ο exemplify good organizational skills.

ο solve problems, identify and correct discrepancies, and follow guidelines, where applicable.

ο keyboard/type at 50 wpm.

ο use advanced MS Office Suite and learn new software.

How to Apply:

Persons interested should send their application and an updated copy of their résumé, to the Human Resources Department at hr@cupe.ca

CUPE is committed to providing an inclusive, respectful, accessible, and healthy workplace environment that is equitable and fair at all levels of its organization. We are committed to establishing a qualified workforce that is reflective of the diverse population and communities in which we live and serve. CUPE encourages applications from qualified members of the five (5) designated equity groups: Women, Indigenous people, Black and Racialized people, Persons with Disabilities, and 2SLGBTQI+ people. Upon request and at any stage of the recruitment and/or selection process, we will provide reasonable accommodations for those who have a temporary or a permanent disability. Please contact the Human Resources Department to request an accommodation if needed at hr@cupe.ca.