Office Clerk - Ottawa, Canada - Canadian Conference of Catholic Bishops

Description

SUMMARY

Under the overall direction of the General Secretary (GS), who is supported by the Assistant General Secretary (ASG), and as coordinated by the Executive Assistant (EA), the Clerk is a member of a support team which advances the day to day work of the General Secretariat of the CCCB.

The incumbent provides support mainly to the EA, but also to the AGS and other staff of the General Secretariat as requested, and some support to the CCCB Publications Manager.

This position requires the incumbent to work mostly in the office.


Responsibilities:


Tasks related to the General Secretariat:

• Assists in recording and filing correspondence and documentation received for the General Secretariat and the President;
• Maintains the filling of correspondence and documents for the General Secretariat (in both paper and electronic formats);
• Ensures travel arrangements for the President, the GS and AGS, as required;
• Assists in translating short administrative texts into French or English;
• Assists in photocopying and assembling documents for meetings;
• Assists in sending messages from the General Secretariat for electronic and postal mailings to CCCB members and staff;
• Assists in checking messages in the General Secretariat and Conference mailboxes;
• Books meeting rooms and creates Zoom links for virtual meetings, as requested;
• Ensures the logistic needs of meetings (reserves hotel rooms, orders meals, purchases supplies for snacks and coffee, sets up and cleans up the meeting room, calls taxis, etc.) of the Permanent Council and the Executive Committee, as well as for other meetings and functions, as required;
• Prepares the schedule of daily Masses at the CCCB;
• Places the orders for office supplies for all departments after approval by the department director and submits invoices to accounting;
• Provides backup assistance at the reception desk, as required;
• Provides administrative support in the absence of a staff member to ensure the functioning of the General Secretariat;
• Greets visitors and call taxis when needed for EC and PC meetings;
• Performs other related tasks.

Tasks related to Publications:

• Receives inventory alerts, recommends reorder or reprint, places orders with suppliers and performs all the necessary followup (inventory adjustments, invoices, etc.);
• Keeps pricing and product information up to date on various platforms (database, website, product catalogue);
• Performs tasks related to publications (product code, ISBN, description, documentation, copyright registration, complimentary copies, legal deposits, showcase);
• Assists in preparing and/or reviewing and sending promotional material in different formats;
• Assists in preparing consignment sales reports, proofing documents and maintaining a variety of lists;
• Maintains the filing of documents pertaining to the production and order of publications in electronic format;
• Maintains the inventory of publications in the reading room;
• Assists in translating texts.

QUALIFICATIONS:

• Postsecondary degree or certificate or equivalent from a recognized institution with a minimum of two years experience;
• Fluently bilingual (English and French), both written and spoken (a must);
• Ability to translate short text;
• Competencies in Windows, Word, Excel, PowerPoint, Outlook (FileMaker, an asset);
• Competencies in Adobe Photoshop and InDesign and/or Affinity Photo and Publisher an asset;
• Ability to multitask;
• Ability to prioritize and manage tasks;
• Ability to work independently and in a group environment;
• Ability to work with a minimum of supervision;
• Ability to lift up to 10 lbs;
• Understanding of the Catholic Church;
• Must have a vehicle and a valid driver's license;
• Good judgement, initiative, diplomacy, tact, courtesy, discretion and team spirit.

This full-time permanent position has a salary range of $47,340 to $56,226, with excellent working conditions including a generous pension plan and a group benefit plan.

The work schedule is 35 hours per week, Monday to Friday. Each employee has a personal office on location and proper disinfecting measures throughout the building is in place.


We thank all applicants but we will only contact those selected for an interview.

Job Types:
Permanent, Full-time


Salary:
$47,340.00-$56,226.00 per year


Benefits:

• Company pension
• Dental care
• Employee assistance program
• Extended health care
• Life insurance
• Onsite parking
• Paid time off
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

COVID-19 considerations:
Each employee has a personal office on location and proper disinfecting measures throughout the building is in place.


Language:

• French and English (preferred)

Work Location:
One location