Administrative Assistant

**Position Summary**: As part of the Administrative Support Team, this position serves as the first point of contact for Lodge 146.
**Employment Status**:TemporaryFull-time (35 hours per week) working Monday to Friday 8:30 AM to 4:30 PM. (Approx. Duration July 14, 2025 to September 1, 2025)
**Salary Category**:Temporary Level 1 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 list.
- 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 as required.
- Enter numerical and/or alphabetical information into the Lodge database (i.e., trade and/or safety tickets/certificates) including but not limited to resolving deficiencies and/or locating missing information using established Lodge database protocols.
- 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;
- International Brotherhood of Boilermakers Lodge 146
- 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);
- Maintain accurate and organized records;
- Other clerical duties within skill set as required by the Business Manager, Assistant Business Manager or Team Lead.

**Specific Position Job Functions**
- Provide vacation coverage for permanent full-time administrative team members for various departments of the Lodge.
- This position requires adaptability, strong communication and organizational skills.
- Maintaining detailed notes and documentation about each departments workflows and pending tasks. This ensures a smooth transition when permanent staff return.
- Assisting with department specific tasks under the direction of the Business Manager, the Assistant Business Manager and the Executive Assistant within skillset.
- Open, sort and distribute all in-coming mail.
- Greet visitors and direct as appropriate for people and/or departments.
- Generating letters and correspondence from rough draft or existing Lodge Templates.
- Maintaining accurate records, entering and reviewing data in Union Database.
- Filing and photocopying.
- Ensuring shared spaces like boardrooms, filling rooms, and supply areas are tidy and well stocked.

**Knowledge**
- High School diploma.
- Minimum of 3 years of experience as an administrative assistant.
- Proficiency in Microsoft Office Suite, Adobe Acrobat and Outlook.
- Understanding of accepted office practices and supporting administrative functions.
- Attention to detail. Ability to follow directions and take accurate notes.
- Ability to work cooperatively with others.
- Strong multitasking, time management and communication skills.
- Ability to operate office equipment; including multiline switchboard and photocopier.
- Able to handle sensitive in a confidential manner.
- An understanding of union principles and values is considered an asset.

**Latest Revision: June 2025**

**Job Types**: Full-time, Fixed term contract, Seasonal
Contract length: 2 months

Pay: $33.36 per hour

Expected hours: 35 per week

Flexible language requirement:

- French not required

Schedule:

- Day shift
- No weekends

Work Location: In person

Application deadline: 2025-07-06
Expected start date: 2025-07-14