Office Administrator 194 views

Nova Scotia Union of Public & Private Employees is looking for an Office Administrator

Location: Canada

Job Type: Full-time

Reports to: Executive Council or their designate

Summary:

The Nova Scotia Union of Public & Private Employees (NSUPE) is a labour union that consists of nine Locals in Nova Scotia and Prince Edward Island, which represent approximately 1,800 workers in the public and private sectors. NSUPE was founded on the belief that all employees deserve safe working conditions, job security, and fair wages. Since its inception in 1974, NSUPE has a history of representing groups of employees looking to improve their working environments. Each of NSUPE’s nine Locals has its own elected Local executive. The Locals are overseen by NSUPE’s Executive Council, the members of which are elected from each Local. NSUPE is assisted by an employed business agent and a communications manager as well as contracted business agents/lawyers. Additional information can be found online at www.nsupe.ca. This position requires a team player who possesses a high degree of confidentiality, initiative, good verbal and written communication skills and the ability to work independently using good judgement with a customer service focus. The successful applicant must be able to prioritize their workload, manage multiple and changing priorities while maintaining a high level of professionalism and decorum. Hours will be daytime Monday through Friday with occasional evening and occasional overtime as required.

Duties and Responsibilities:

• Provides confidential administrative assistance and clerical support to NSUPE, including its business agent and lawyers
• Using tact and judgement and ensuring a high level of confidentiality, manage and respond to a wide variety of inquiries and correspondence using the NSUPE email, referring as appropriate to others (e.g., Business Agent/Lawyers, Council Committee, Executive Council, Local Executives, Benefits Administrators and Providers, Employers, etc.)
• Perform all accounts payable and receivable functions; approve minor purchases in accordance with purchasing policy; verify and process expense claims; keep records of Union assets, complete payroll and Revenue Canada remittances
• Provide bookkeeping in accordance with accepted accounting procedures; maintain financial records and provide monthly and year-end reconciliations and reports; perform banking activities; liaise and assist accountant with annual review of books; liaise with Executive Council, NSUPE Treasurer, Finance Committee, Local treasurers, business agents or others as may be required
• Liaising with member employers and benefits administrators and providers, provide information, assist with development and maintenance of membership and other databases, conduct dues check-off, prepare and maintain various seniority lists and prepare analytical reports as required
• Perform general duties as required including maintaining organized workspace, updating general office procedures manual, maintaining back-ups of electronic information;
• Occasionally make travel arrangements, book meeting rooms and catering, send notices to members
• Other duties as may be required.

Competencies:

Analytical Thinking-

• Understanding a situation by breaking it apart into smaller pieces, or tracing the implications of a situation in a step-by-step way. This includes organizing the parts of a problem, situation, etc., in a systematic way, making systematic comparisons of different features or aspects; setting priorities on a rational basis.

Communication-

• Effective, timely and relevant exchange of information that is respectful of the diversity of people, and the geography and working environments of our members and all contacts.

Customer-Service-

• A desire to help or serve others to meet their needs. It means focusing one’s efforts on discovering and meeting the customer or client’s needs. Customers include members, elected officials or anyone that the person is trying to help.

Flexibility-

• Managing and adjusting own behaviours to work effectively in light of new information, changing situations and/or different environments and with various people. It entails understanding and appreciating difference and opposing perspectives on an issue, adapting one’s approach as the requirements of a situation changes. Easily accepting changes in one’s own organization or job requirements with the ability to adapt to a constantly changing work environment.

Initiative-

• Identifying and dealing with issues proactively and persistently, seizing opportunities that arise.
• Organizational Awareness
• The ability to understand and learn the power relationships in one’s own organization or in other organizations.

Organization/Planning-

• The ability to effectively plan and organize one’s time to achieve goals, to prioritize tasks and allocate time and resources accordingly to ensure completion, to manage multiple tasks and organize time accordingly, and to make use of resources available to assist in achieving these goals.

Networking/Relationship Building-

• Seeking and maintaining working relationships and/or networks of contacts to further the organization’s goals.

Teamwork and Cooperation-

• The intention to cooperate with others, to be part of a team, to work together, as opposed to working separately or competitively. For this competency to be effective, the intention should be genuine. Teamwork and cooperation may be considered whenever the subject is a member of a group of people functioning as a Team.

Valuing Diversity-

• Valuing Diversity is the ability to understand and respect the practices, customs and values of other individuals and cultures. Sees diversity as beneficial to the organization and community. It implies the ability to work effectively with a wide cross-section of the community representing diverse backgrounds, cultures and socio-economic circumstances, and divergent goals.

Education, Experience and Qualifications:

• Grade 12 and Certificate or Diploma in Business Administration from a recognized Post-Secondary Institution plus three years of related experience. An equivalent combination of education and experience will be considered
• Proficient in bookkeeping and in database administration and maintenance
• Proficient in the use of computers, including internet research and related software (i.e.: Word, Windows, QuickBooks, Excel, database software, etc.)
• Proficient typing skills
• Experience and knowledge of labour relations or related areas is an asset.

Interested candidates please apply.