TEMPORARY BILINGUAL ADMINISTRATIVE SUPPORT PROFESSIONAL

CANADIAN UNION OF PUBLIC EMPLOYEES

NATIONAL OFFICE, OTTAWA, ONTARIO The Canadian Union of Public Employees is urgently hiring qualified individuals for temporary bilingual positions of Administrative Support Skilled, to work from its National Office in Ottawa, Ontario. These assignments will begin as soon as possible and are expected to continue until mid-January, with chances of extension.

All candidates must apply through our website. Instructions on how to apply can be found at the bottom of this job posting. Applications that are not received through our website will not be considered.

GENERAL FUNCTION

Under general direction, the Administrative Support Skilled provides secretarial and administrative support to the Executive Assistants in an accurate, effective, and efficient manner, and where required to other branch or departmental staff. They may also be responsible for overseeing the work of support staff in the delivery of their work.

SUMMARY OF DUTIES The successful candidate must be able to perform, with accuracy and minimum supervision, the following duties, among others, in a fast-paced setting:

SUMMARY OF DUTIES

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

- 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.
- Receive, process and distribute incoming mail and e-mail; review correspondence and refer to appropriate person(s), scan and forward if necessary; initiate reply as required in a timely fashion; process outgoing mail and courier deliveries according to shipping requirements.
- 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.
- 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.
- 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.
- 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

- Three 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;
- internet research techniques;
- databases and data management;
- business math.

Ability to:
- speak and write at a SUPERIOR level in English and French;
- review documents closely and make appropriate corrections;
- communicate effectively in a respectful and cooperative manner with the public, staff, members,



contractors, etc.;
- perform basic mathematical functions;
- work with minimal 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 good organizational skills;
- solve problems, identify and correct discrepancies, and follow guidelines, where applicable;
- keyboard/type at 50 wpm;
- use advanced MS Office Suite 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 (plus 7% bilingual bonus)

HOW TO APPLY

- Copy and paste this URL in your web browser: https://cupe.ca/temporary-administrative-assignments
- Click Apply to work for us
- Select the region National Office (Ottawa) and the opportunity Administrative and answer the screening questions
- Click 'Next step'
- On the next page, you will be given email addresses. You can then send a cover letter and resumé to those email addresses. This is an important step which ensures that the application is received by the appropriate hiring team.

Note that only applicants who are selected for an interview will be contacted. 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 [email protected].

Job Types: Full-time, Fixed term contract

Pay: From $1,516.46 per week

Benefits

- Employee assistance program
- On-site parking
- Paid time off

Ability to commute/relocate:
- Ottawa, ON: reliably commute or plan to relocate before starting work (required)

Education:
- DCS / DEC (preferred)

Experience:
- Administrative: 3 years (required)

Language:
- English (required)
- French (required)

Work Location: In person

📌 Bilingual Administrative Support Professional (Temporary) (Ottawa)
🏢 Canadian Union of Public Employees
📍 Ottawa