Office Agent Class Ii

3 weeks ago

Dorval, Canada Lester B. Pearson School Board Full time

**DIRECTORATE**

**Director: Cindy Finn**

**Qualifications**:
Hold a Diploma of Vocational Studies in a specialty appropriate for the class of employment, a Secondary School Diploma or a diploma or an attestation of studies recognized as equivalent by the competent authority.

**AND**

Have some knowledge of office automation.

**Other Requirements**:

- Must be bilingual.
- Must be courteous.
- Must have excellent inter-personal and communication skills.
- Must have a strong ability to prioritize and multi-task.
- Must have knowledge of Microsoft Word and Excel - testing required
- Must be able to work independently.
- Must have excellent organizational and time management skills.
- Must be available to work evenings when required.
- Knowledge of the student registration process is an asset.

**Nature of the work**

The principal and customary work of an employee in this class of employment consists in performing a variety of administrative duties according to established instructions, methods or procedures and requiring routine decisions relevant to administrative tasks as determined by the administration.

**Characteristic Functions**:

- Compiles data, performs simple calculations and prepares reports.
- Fills out forms, cards, purchase orders, form letters, notices or any other simple document of the same nature and forwards them, as required.
- May be required to enter, in a computer, texts and various data from manuscripts or other sources; he or she verifies the accuracy of the data or any other data contained on a list or document.
- May be required to carry out supervision in premises where aptitude tests are being administered.
- If need be, the employee may photocopy documents.

**Daily Tasks/Dossiers**:

- The employee takes and transfers telephone calls, receives and forward messages to the appropriate person.
- The employee drafts notes concerning telephone calls.
- The employee, in both English and French, provides information by telephone or in person, greets and if necessary, directs visitors to the appropriate department or location of rooms pertaining to meetings.
- The employee organizes schedules for room bookings/events.
- The employee is responsibility for incoming and outgoing mail and deliveries.
- The employee will receive incoming mail and deliveries and distribute outgoing and internal mail delivery and will distribute the incoming mail to the appropriate department/school.
- The employee will organize Purolator and similar courier services.
- The employee will, in conjunction with Finance, organize cheque distribution.
- The employee will, in conjunction with Equipment Services, organize the Tender Openings.
- The employee will, in conjunction with ESD, distribute proper documentation for pick up for home school students.
- The employee is responsible for the Pitney Bowes Machine (Mail) and it’s functioning.
- The employee will, in conjunction with HR, distribute external pay stubs and T4s.
- The employee will, if need be, perform other related duties.

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