Job Description

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 Screen and respond to routine telephone, email and in-person enquiries as required and within skill set; Direct and/or forward message(s) to appropriate contact(s) and/or department; Prepare general departmental and all other correspondence such as letters, memos, emails, spreadsheets, and presentations from rough drafts or established templates; 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. Proficient spelling and application and proper usage of English grammar. 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