Job Profile:
The General Office Assistant (Float) is responsible and accountable for performing an array of administrative duties assigned according to the requirements of the organization. They will provide backup support in other areas as needed to facilitate OEBAC operations, as well as work on scanning and archival projects as needed. This may include but is not limited to providing switchboard and reception services, processing postal mail and courier deliveries, and providing backup coverage to other departments, such as the call center, as needed. The General Office Assistant (Float) is required to maintain confidentiality and professionally interact with employees, union members, and the public. This job entails multiple and varied functions being performed. As a result, it is imperative that you demonstrate a willingness to learn new tasks and work in the spirit of cooperation.
Job Responsibilities / Duties:
1. To facilitate the scanning and archival projects of various historical and current physical files by:
- Scanning, naming and uploading files into the appropriate OEBAC digital system;
- Sealing, labeling and sending the physical historical files offsite once appropriately digitized;
- Tracking document retention requirements and advising management when documents are eligible for recall and secure disposal.
2. To provide switchboard reception coverage and assist with various administrative duties at the OEBAC Oakville facility as needed, by:
- Performing the duties of the receptionist during breaks and absences;
- Ensuring that the front entrance exterior doors are unlocked during regular business hours;
- Monitoring the presence of staff and visitors in the building;
- Retrieving messages from the automated phone answering system;
- Answering and directing all incoming phone calls;
- Forwarding all calls or messages to the appropriate department or individual;
- Responding to callers to clarify messages if required;
- Directing visitors to the appropriate office or department;
- Providing information and direction on available OEBAC services;
- Receiving concerns and complaints from members and forwarding them to the appropriate party;
- Passing messages and announcements over the public address system;
- Scanning and renaming all incoming mail and documents and saving in the appropriate digital files for each department;
- Scanning all incoming claims, saving each days scanned claims under the appropriate date and claim type, and renaming each scanned claim with the appropriate file name format;
- Performing general filing duties, both for digital and physical files.
3. To assist with the processing of postal mail and courier deliveries in the OEBAC Oakville facility by:
- Receiving and sorting incoming postal service deliveries and delivering internal inter-office mail;
- Scanning and renaming all incoming mail and documents and saving in the appropriate digital files for each department
- Forwarding incoming mail to the appropriate office or department;
- Collecting outgoing mail and preparing outgoing mail for posting;
- Receiving incoming courier deliveries;
- Recording the receipt of courier deliveries such as XpressPost;
- Advising the intended office or department of the delivery;
- Preparing the paperwork for outgoing courier deliveries and preparing outgoing parcels for delivery to the terminal;
- Delivering outgoing mail to the post office as needed;
- Requesting the courier to pickup packages for delivery;
- Maintaining an inventory of stationary and postal supplies and ordering supplies as required;
- Replenishing funds in the postage system as authorized;
- Recording the monthly mailing costs and forwarding the mailing costs records to the accounting department;
- Assisting with all mass mail-out projects as needed;
- Driving mail to the courier drop-off, post office, or other locations as needed.
4. Other duties as assigned by the Business Manager, Executive Director, Department Manager, or Human Resources Department, including but not limited to:
- Providing backup coverage to other OEBAC departments as needed;
- Providing overflow phone service to members calling OEBAC with questions;
- Carrying out data entry tasks for OEBAC as directed;
- Performing other general office administrative tasks as directed.
Job Requirements:
- Formal education in Record Management, Information/Archival Studies, or similar;
- Experience with the Pension and Benefit industry and/or relevant Pension and Benefit education or credentials considered a strong asset;
- Experience working in an office setting such as a doctor office or insurance office is preferred;
- Must demonstrate knowledge of pension and benefit processes and terminology;
- Call centre and/or reception experience with a busy, high-volume switchboard would be considered an asset;
- Must demonstrate flexibility in adapting to changes in assignments;
- Passionate about helping others;
- Excellent customer service skills;
- Excellent written and verbal communication skills;
- Dedicated to providing a meaningful customer experience;
- Empathetic and able to handle emotional persons in a mature, professional manner;
- Results-oriented;
- Enjoys working in a fast-paced environment;
- Strong attention to detail in a high volume workload setting;
- Confidentiality and protection of information is paramount;
- Above average computer skills and proficiency in Microsoft Office applications including Word, Excel, PowerPoint and Outlook;
- Knowledge of construction industry multi-employer pension and benefit plans, including eligibility banks, is considered an asset;
- A valid license and vehicle is required for this position.
Work Conditions
- This is an in-person role only;
- Manual dexterity required to operate computer and peripherals;
- Challenging and constantly changing work environment;
- Overtime as required.
If you are qualified and interested in this position, please submit your resume, to the attention of Human Resources, outlining your qualifications and suitability to this position.
OEBAC also welcomes applications from persons with disabilities and, in accordance with the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), accommodations are available on request for those who require disability supports while taking part in all aspects of the selection process.
Pay: $989.42-$1,236.78 per week
Benefits:
- Company events
- Dental care
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
Work Location: In person
