Administrative Assistant

at  SERVICE EMPL INTL UN

POSITION DESCRIPTION:

The successful applicant will promote the values, principles, and services of the SEIU by providing general clerical and administrative support to assigned staff of the organization. The position will be responsible for drafting, distributing, and filing various forms of correspondence as well as updating and utilizing the organization’s database for various administrative tasks.
The position holder will report to the Administration Manager and work in close coordination with Union Reps, finance, and others. This position is temporary for 12 months and based out of our Richmond Hill Office.

EDUCATION

At SEIU Healthcare, we understand that the best people do not always have the same access to education, and while post-secondary education is always preferred, we want to make sure nothing stands in the way of finding the right person.

GENERAL REQUIREMENTS

• Minimum of one year of directly related experience, preferably in a labor union environment.
• Strong knowledge of Microsoft Office Suite (including Excel and Word).

SKILLS & COMPETENCIES REQUIRED:

• Must be able to adapt, think quickly, and work in a fast-paced environment
• Strong interpersonal skills, excellent writing, and verbal skills
• Strong conflict resolution skills and the ability to deal with tense situations.
• Self-motivated and able to work independently with minimal supervision.
• Time management skills
• Building and maintaining trust relationships with all stakeholders.

• Draft, edit, proofread, and finalize correspondence including forms, memos, letters, collective agreements, statements, memorandum of settlement, memorandums of understandings, memorandums of agreements and other documents from notes, email, messages, and files.
• Respond to telephone, in person or electronic inquires and/or forward to the appropriate person
• Arrange for courier pick up and deliveries
• Provide all postal requirements and ordering of supplies and equipment
• Provide general information to members
• Prepare monthly expense reports for assigned employees
• Photocopy and collate documents for distribution, mailing and filing
• Maintain contact lists in database system
• Forward changes in member status to appropriate person
• Maintain, prepare, enter and update of electronic grievance log on database
• Maintain, create, and update leave of absence requests on database and reconciling all expenses related to these events
• Scheduling of all types of meetings and any requirements associated, i.e. hotels and catering
• Prepare meeting notices and support arrangements of meeting dates with assigned staff
• Maintain and prepare reports and documents from manual or electronic files, mailing lists and database as required
• Process incoming and outgoing mail, manually or electronically for assigned staff
• Send and receive various correspondence, messages and documents using fax machine or electronic mail
• Maintain records, correspondence and files of units as assigned
• Process assigned Member Database Service tickets (ie. collective agreements/member information/WSIB/retirement
• Sort, process and verify applications, receipts, expenditures, forms and other documents
• Take minutes at assigned meetings
• Track, record and submit expenditures from allotted Petty Cash
• Travel arrangements, LOA’s and Members expenses
• Reconciliation of invoices
• Other duties as assigned.