Administrative Assistant

5 months ago

Red Deer, Canada Canadian Union of Public Employees Full time

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, word processing, disseminating information, and determining priorities.

**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.
- 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.
- 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;
- role-based operational focus, where required;
- 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 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.

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

Pay: $1,496.52 per week

**Benefits**:

- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care

Flexible Language Requirement:

- French not required

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Red Deer, AB T4N 7A4: reliably commute or plan to relocate before starting work (required)

**Education**:

- DCS / DEC (preferred)

**Experience**:

- Administrative experience: 2 years (required)

**Language**:

- English (required)

Work Location: In person

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