Administrative Assistant/receptionist

3 weeks ago


Edmonton, Canada International Brotherhood of Boilermakers Local 146 Full time

**Position Summary**: As part of the Administrative Support Team, this position serves as the first point of contact for Lodge 146.
**Employment Status**:Full-time (35 hours per week) working Monday to Friday 8:00 AM to 4:00 PM.
**Salary Category**:Category 2 in accordance with Collective Agreement between COPE 397 and IBB Lodge146

**Lodge Services**
- Provide information regarding the Lodge and its services;
- Post-in Members and Travel Card Members;
- Add Members and others, as appropriate, to the correct Out-of-Work lists;
- Process routine source documents and review for missing information as per Lodge Policies and Procedures (i.e., Member Reference Letters, and Member Travel Cards);
- Accept payments and process refunds for items such as fees, courses, course material, member dues, assessments, and other payments required;
- Enter numerical and/or alphabetical information into the Lodge database (i.e., trade tickets,, safety tickets, certificates) including but not limited to resolving deficiencies and/or locating missing information using established Lodge database protocols;
- Provide support for Lodge events; and
- Contribute to the maintenance of the Lodge database by reviewing entries for accuracy as per Lodge data entry protocols.

**Clerical**
- Operate standard office equipment such as photocopier, scanner, and so forth;
- Arrange for maintenance of office equipment when non-operational (excluding computers and associated hardware);
- Complete general office duties according to established procedures such as departmental filing, faxing, scanning, photocopying, and so forth;
- Direct and/or forward message(s) to appropriate contact(s) and/or department;
- Process departmental and other documents using standard business software (i.e., Microsoft Word and Excel);
- Identify and resolve routine clerical issues within skill set (i.e., correction of typos and proper format);
- Proofread documents for accuracy and proper format;
- Maintain accurate and organized records;
- Assist with large mail-outs;
- Organize, arrange and coordinate meetings and administrative events as requested; and,
- Other clerical duties within skill set as required by the Business Manager/Secretary Treasurer, Assistant Business Manager and Team Lead.

**Specific Position Job Functions**
- Assist with distribution of special events tickets as required;
- Assist with course and special event registration as required;
- Cashier duties (i.e., selling of Lodge merchandise);
- Open, sort and distribute all in-coming mail;
- Create, from drafts, handouts regarding services and other helpful information for Members and others being dispatched from Lodge (i.e., lists of hotels and FSEAP programs);
- Assist with various administrative projects under the direction of the Team Lead; and,
- Update and maintain all master contact lists for the Lodge.

**Knowledge**

**High School diploma;**
- Completion of Office Administration Certification is considered an asset;
- Basic office experience;
- A high degree of accuracy in word processing and data entry;
- Understanding of accepted office practices and supporting administrative functions;
- Ability to operate office equipment;
- Excellent English communication and interpersonal skills;
- Proficient spelling;
- Must be able to exercise tact and judgment;
- Demonstrated ability to use office software at a beginner level;
- Able to work in busy environment;
- Ability to be resourceful in meeting new problems;
- Attention to detail;
- Ability to work cooperatively with others; and,
- Able to identify and articulate constructive changes to the day-to-day operations of the office.
- An understanding of union principles and values is considered an asset.

**Latest Revision: February 2024**

**Job Types**: Full-time, Permanent

**Salary**: From $30.00 per hour

Flexible Language Requirement:

- French not required

Schedule:

- Day shift
- No weekends

Ability to commute/relocate:

- Edmonton, AB T5M 2Z2: reliably commute or plan to relocate before starting work (required)

**Education**:

- Secondary School (preferred)

**Experience**:

- Front desk: 3 years (required)
- Administrative experience: 1 year (required)

Work Location: In person

Application deadline: 2024-03-15



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