Bilingual Administrative Support Professional

3 weeks ago

Ottawa, Canada Canadian Union of Public Employees Full time

**JOB POSTING No. COPE2316C**

June 20, 2023

**TEMPORARY BILINGUAL ADMINISTRATIVE SUPPORT PROFESSIONAL**
**NATIONAL SECRETARY-TREASURER’S OFFICE**
**CANADIAN UNION OF PUBLIC EMPLOYEES**

**GENERAL FUNCTION**

Under general direction, the Administrative Support Professional 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**

**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;
- 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 and French;
- communicate effectively in a respectful and cooperative manner with the public, 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.

**WEEKLY SALARY**: $1,429.41 (plus 7% bilingual bonus)

**Job Types**: Full-time, Fixed term contract
Contract length: 4.5 months

**Salary**: From $1,491.24 per week

**Benefits**:

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

Schedule:

- Day shift
- Monday to Friday

Ability to commute/relocate:

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

**Education**:

- DCS / DEC (preferred)

**

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