Bilingual Secretary (Ontario Regional Office)

• 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. 
• 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 shipping requirements. 
• 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, all staff, members, contractors, etc.; 
  • perform basic mathematical functions; 
  • work with minimal 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 RANGE: $1,334.39 to $1,362.63 (plus 7% bilingual bonus)

Persons interested should send their application, and an updated résumé, to the Human Resources Department at hr@cupe.ca.

_{As part of its commitment to Employment Equity, CUPE encourages applications from qualified members of the five designated groups: women, Indigenous peoples, persons with disabilities, racialized people and LGBTQ2+ people. Accommodations are available on request for candidates taking part in all aspects of the selection process.}