Clerical Assistant

Job Description

Job Description

Employment Opportunity Clerical Assistant Employer: Canadian Union of Public Employees (CUPE) Local 204 CUPE Local 204 is the union that represents 16,000 public Health Care Support Workers in the Winnipeg-Churchill Health Region Employers Organization and the Shared Health Employer Organization. Our members are located throughout all public health care facilities in Winnipeg and at all areas of the Province of Manitoba. Summary of the Position: Reporting to the Local’s President, under the direct supervision of the Executive Assistant or the Local’s Treasurer, the Clerical Assistant will be an essential member of the clerical team by providing clerical and reception support. The Clerical Assistant will be responsible for greeting Local Members and guests by answering the door buzzers, providing phone help and direction in a variety of ways. The Clerical Assistant will aid the elected unit representatives by providing packages required by the units as directed. The Clerical Assistant will provide clerical work to the USO’s by filing paper reports and Member files, keeping the Member file spreadsheets up to date, scanning and filing reports into the Share Point using established processes, receiving and forwarding email from the main email and other duties as may be established. The Clerical Assistant will provide coverage to the Executive Assistant when absent by preparing urgent documents as required using templates and pre-made formats, such as requests for union leave and meeting notices. Qualifications: Education: • Grade 12, Manitoba Standards • Completion of a recognized secretarial course or a combination of education and experience. Special Training: • Experience and demonstrated basic skills with Microsoft Word, Excel and Outlook. • Tying 45 wpm • Understanding of the Freedom of Information and Personal Privacy Act (FIPPA) and have the ability to keep information confidential. Experience: • One year of related experience required. Must have good client/customer and interpersonal skills. Must possess good communications skills and be able to read, write, understand and speak English fluently. • Must be legally able to work in Canada. Physical Demands and Working Conditions: • Must have the ability to deal with stressful situations and be able to communicate effectively with the public. Must be able to multi-task as the work is subject to frequent interruptions, isolation in the work area and constant use of computer terminals. • Must be able to lift 20 pounds, use stairs several times a day, repetitive reaching, pulling, gripping and grasping as well as climbing a two-step stool while filing. • Must be able to work independently with little supervision. To be determined on the interview process: • Evidence of excellent oral/written communication. • Demonstrated commitment to accuracy and detail. • Demonstrated professional and ethical behaviour in the workplace. Asset: • Experience working or volunteering in a union environment • Experience working or volunteering in a health-care environment • Bilingual (English/French) Key Responsibilities: Duties include but are not limited to • Performs all duties in compliance with the Local’s policies and procedures, those already in place and those amended and developed as information is provided. • Acts as a receptionist, answering phones and providing information and answering routine inquiries. • Works with the Local’s electronic Membership lists and online portal. Helps to keep the membership list current by making amendments as the Employers and Members supply information. • Answers the door and assists Members who come in to pick up packages waiting for them or to take their information to provide to whom they wanted to see. • Monitors the Local’s main email and forwards emails to the appropriate person. • Maintains the alphabetic filing system, both paper as well as electronic by filing information as per Local procedures. • Receives and distributes mail and messages. • Prepares new member packages for Unit representatives upon request. • Prepares new member packages to be mailed out to Members as per practice. • Prints and prepares photocopies for Unit Representatives upon request. These include but are not limited to any mass emails and posters sent to the Members, authorized Local information and Member information and resources from CUPE National. • Covers for the Executive Assistant by preparing leave of absence requests using the prepared template, provide instruction to contractors and other duties that are time specific or urgent. • Opens and closes safety gates at the start and end of day