Qualified individuals are invited to apply for the part-time position of Administrative Support Professional, assigned to work in the Dauphin Area Office located in Dauphin, Manitoba. This position has a 15-hour work week and is eligible for hybrid work between home and office.
CUPE offers a generous benefits package including extended health and dental care, life insurance, long-term disability benefits, a pension plan, an employee assistance program, and more.
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.
- 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;
- 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.
- 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 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.
HOURLY SALARY RANGE: $51.38 to $52.45
Persons interested should apply as soon as possible by clicking ‘Apply to Work for Us’, selecting ‘Manitoba Region’ and ‘Administrative’, and submitting a cover and resumé after following all the required steps. Please mention the Dauphin Area Office in your email.
CUPE is committed to fostering a representative workplace and a culture grounded in respect, diversity and inclusiveness at all levels of our organization to ensure that our workforce reflects the diverse CUPE membership and the diverse communities in which we live and serve. CUPE encourages applications from qualified members of equity-deserving groups, including women, Black and racialized people, Indigenous people, persons with disabilities, and 2SLGBTQI+ people. We will provide reasonable accommodations for candidates on any protected human rights grounds at any stage of the selection or recruitment process. Please inform us if you require accommodations by contacting us at hr@cupe.ca. (All qualified candidates are encouraged to apply. However, CUPE members and existing CUPE staff will be given priority.)