Temporary Administrative Support Professional Canadian Union of Public

Employees interested are invited to apply for the temporary position of Administrative Support Professional, assigned to work in the Nanaimo Area Office of the Canadian Union of Public Employees located in Nanaimo, British Columbia. This position is available immediately and is expected to continue for at least one month, with a chance of extension. This position requires 30 hours per week, Monday to Friday, and the work must be done onsite.

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, scanning, word processing, disseminating information, and determiningpriorities.

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:

• Scan documents and 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.
• 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 localunions.
• Receive, process and distribute incoming mail and e-mail; review correspondence and refer to appropriate person(s), scan and forward if necessary; initiate reply as required in a timely fashion; process outgoing mail and courier deliveries according to shippingrequirements.
• 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 compilematerial/documents.
• Produce and prepare materials for conferences, workshops, meetings, etc. and, where required, maintain an inventory of regularmaterials.
• 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 onwebsite.
• Provide back-up assistance to other staff, as required.
• Perform other related duties, as assigned.

• 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 businessmath.
• 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 mathematicalfunctions;
  • work with…