SUMMARY OF DUTIES

Under general direction, the Administrative Support Professional assists with the day-to-day operation of the office and provides administrative and clerical support including, but not limited to, scanning, word processing, disseminating information, and determining priorities.

Applicants must have a very good knowledge of general office work and be able to perform with accuracy and minimum supervision, the following duties, among others:

- Scan documents and maintain accurate filing systems (electronic and hard copy) including archiving and disposing as required; maintain orderly and updated library reference materials and maintain records and mailing contact lists.
- Set up, compose, type, proofread and process to completion, and where required, send for translation: correspondence, reports, collective agreements, proposals, presentations, news releases, forms, and other documents on a timely basis. Initiate follow-up where required.
- Receive, screen and direct calls, respond to general enquiries and provide general information to staff and local unions.
- Perform receptionist functions such as: responding to or 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 and/or closing switchboard; and training other staff on these functions, as required.
- Coordinate travel and accommodation arrangements ensuring adequate timing of schedules.
- Coordinate conferences, workshops, meetings, and appointments; may include registration of participants,



where required; attend meetings/conferences and take minutes as required; photocopy and compile material/documents.
- Produce and prepare materials for conferences, workshops, meetings, etc. and, where required, maintain an inventory of regular materials.
- Assist, where required, in the operations of the office: maintaining appropriate inventory of office supplies, material, equipment and office furniture; processing and verifying orders, monitoring office security and emergency systems, overseeing office premises (parking permits, lighting, keys), where a facility is owned by CUPE, this would include ensuring the maintenance of the building.
- Assist with office orientation for employees on office policies, procedures, and equipment.
- Create and/or maintain, update, perform searches, retrieve information, and generate reports from various databases, as necessary.
- Receive, verify, and process invoices for payment and submit cheque authorization, where required.
- Monitor petty cash expenditures, maintain adequate receipts and records for accounting purposes, and ensure that petty cash funds are replenished on a timely basis, as required.
- Disseminate information as appropriate, and where required, post most current information on website.
- Provide back-up assistance to other staff, as required.
- Perform other related duties, as assigned.





QUALIFICATIONS

- Two years related work experience, ideally in a union environment.

- Business or Community College graduate in a relevant field or an equivalent combination of education and experience.

- General knowledge of:

- administrative policies and procedures;

- CUPE political and organizational structure;

- and understanding of trade union values and principles;

- and understanding of diversity and inclusion principles;

- Internet research techniques;

- databases and data management;

- basic accounting, bookkeeping, or business math.

- Ability to:

- speak and write at an above-average level in English;

- communicate and collaborate effectively in a respectful and cooperative manner with the public, and with diverse CUPE staff, members, contractors, etc.;

- perform basic mathematical functions;

- work with mínimal supervision;

- maintain confidentiality;

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

- work with a high degree of accuracy;

- exemplify valuable organizational skills;

- solve problems, identify, and correct discrepancies, and follow guidelines, where applicable;

- keyboard/type at 50 wpm;

- use advanced MS Office Suite, Adobe Acrobat, and learn new software.

CONDITIONS OF EMPLOYMENT as set out in the collective agreement between CUPE and COPE Local 491.

WEEKLY SALARY : $1,516.46

Pay: $1,516.46 per week

Benefits :

- On-site parking
- Paid time off

Experience :

- Administrative: 2 years (required)

Language :

- English (required)

Work Location: In person

📌 Administrative Assistant (Temporary) (London)
🏢 Canadian Union of Public Employees
📍 London