Job Description

Administrative Assistant - Full Time

Port Coquitlam, BC. 100% in person. Professional office environment.

BC Insulators Union is a part of the BC Building Trade Unions, servicing the construction industry. We provide services to a skilled union membership employed by various employers across BC. Visit Insulators118.org to learn more.

BC Insulators Union is currently seeking a proactive and motivated office professional to join our administrative team. There is room to grow for the right candidate. All shifts will fall into normal business hours according to the collective agreement: Monday to Friday, 9:00 am to 4:30 pm, excluding statutory holidays. 6.5 paid work hours per day. This is subject to change due to collective bargaining that is currently in progress.

We are seeking someone who is advanced in the use of computers, organized, and who has excellent written business communications skills in English. Preference will be given to candidates with experience working in a union office, and experience organizing travel, meetings, and events. If this sounds like you, please apply by emailing a cover letter and resume to sjordi@insulators118.org. Please highlight in your application how you meet the requirements of this position.

Responsibilities:

• Provide administrative support for senior union officers, manage employer relations, and assist members.
• Format documents, letters, and reports, and prepare financial data.
• Manage office calendars and make travel arrangements for multiple conferences and events throughout the year.
• Setting up in-person and remote meetings, creating meeting agendas and meeting minutes as needed.
• Handle reception duties, including telephone, email, and front counter member service inquiries.
• Updates websites and sends newsletters and communicates through a variety of platforms.
• Work with vendors to keep supplies in stock, and control inventory of supplies to ensure consistent availability.
• Think proactively and innovatively and come up with ideas to improve workflows.
• Assist with some bookkeeping tasks.
• Process member dues payments.
• Assist with various office tasks as required to support the office team.
• Additional duties, as necessary, including cross-training other jobs in the same category.

Qualifications:

• Knowledge of collective bargaining units and experience working in a union office.
• Computer literate. Comfortable with a variety of software applications and web-based applications.
• Proficiency in Microsoft Access, Word, Excel, Outlook, and PowerPoint. Preference given to candidates with proven formal training in business computer applications.
• Excellent written and oral communication skills. Preference given to candidates with proven formal training in business communications.
• Strong time management, scheduling, and organizational skills.
• Flexible and positive attitude with excellent interpersonal skills.
• Sensitivity to confidential matters may be required.

Wages and Benefits: As per MOVEUP (COPE 378) CIATU Collective Agreement, Category 3. From $31.57 Category 3 Administrative Assistant: Collective Agreement: MoveUP (Canadian Office and Professional Employees Union, Local 378) and CIATU Term: May 1, 2018 - April 30, 2023 (New collective agreement with wage increases will be announced in the near future).

The official job description for this category of Administrative Assistant can be found in the collective agreement and is quoted here:

"Perform a variety of intermediate clerical, administrative and office support duties.
Work with or without supervision, referring unusual problems/concerns to Supervisor.

DUTIES AND RESPONSIBILITIES:

• Provide information, direction, support, and answers inquiries on benefit and/or pension plan transactions; investigate complex claims regarding members/money/hours; validate claims for payment and recommend settlement payments. Receive dues/payments from membership; answer member/employer inquiries. Research information (within established bargaining unit Employer policy guidelines) as requested by Employer staff representatives and officers.
• Receive and compile data processing material such as, Employer reports; hour bank records; union dispatch information; compile inflow and storage of data processing and prepare special reports when required.
• Take and transcribe dictation; maintain a variety of files including enrolment records in a Health and Welfare office.
• Be responsible for the validity of data submitted and the accuracy of processed material on computers; execute backup procedures and maintains the accuracy of the backup library; responsible for start-up and shut-down procedures of the computer; maintain and clean equipment to manufacture specifications; monitor program runs and determine equipment failures; correct those of a routine nature; coordinate operations of input, backup and month-end runs etc., to ensure a smooth flow of work and the efficiency of operations.
• Dispatch members to jobs under the directive of the Employer.
• Perform data entry, operates the computer. This may include but not limited to; mail merge, spreadsheets, and tables, and create queries to extrapolate data.
• May be required to perform the duties of a lower category position. It is understood that the duties and responsibilities as identified in this Category are general in nature".

Excerpt from: Category 3 Administrative Assistant: Collective Agreement: MoveUP (Canadian Office and Professional Employees Union, Local 378) and CIATU Term: May 1, 2018 - April 30, 2023

About BC Insulators Union:

BC Insulators Union is a part of the BC Building Trade Unions, servicing the construction industry. We provide services to a skilled union membership employed by various employers across BC, the Yukon, and a portion of the Northwest Territories. Visit Insulators118.org to learn more.

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