General Office Assistant - Oakville, Canada - Operating Engineers Benefits Administration Corporation

Description

Job Profile:

The General Office Assistant (Reception) is primarily responsible for operating the switchboard and handling the front reception desk, however, is also involved in an array of other administrative duties in support of OEBAC where needed.

Duties include but are not limited to providing switchboard and reception services, processing postal mail and courier deliveries, and providing backup coverage to other departments as needed.

The General Office Assistant (Reception) is required to maintain confidentiality and professionally interact with employees, union members and the public.

Other duties shall be assigned as necessary.


Job Responsibilities / Duties:

To provide switchboard and reception services at the OEBAC Oakville facility by:

• ensuring that the front entrance exterior doors are unlocked during regular business hours;

- greeting and welcoming visitors as soon as they arrive at the office;
- maintaining office security by following safety procedures and controlling access via the reception desk (ensuring use of visitor log);
- tracking and monitoring the presence of staff and visitors in the building;
- directing visitors to the appropriate office or department;
- ensuring the reception area is tidy and presentable, with all necessary materials (e.g. up-to-date forms, etc.);
- answering, screening and directing all incoming calls to the appropriate party based on the inquiry;
- retrieving messages from the automated phone answering system and responding to callers to clarify messages if required;
- maintaining a tally of calls received through the main OEBAC switchboard;
- 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.

To assist with the processing of postal mail and courier deliveries in the OEBAC Oakville facility by:

• receiving, opening and forwarding incoming mail to the appropriate parties in a timely manner and maintaining a digital log of all incoming and outgoing mail;

- sorting incoming postal service deliveries;
- preparing outgoing mail for posting;
- receiving incoming courier deliveries and recording the receipt of all courier deliveries;
- advising the intended office or department of the delivery;
- preparing the paperwork for outgoing courier deliveries;
- requesting the courier to pickup packages for delivery.

To support other OEBAC departments' administration of the plans for members of IUOE Local 793 by:

• assisting in the administration of OEBAC initiatives as directed;

- assisting in maintaining the digital filing when required;
- assisting with the mailing of information and notices to the members;
- assisting members in completing forms as required for walk-ins;
- answering basic pension and benefits questions for members calling in and forwarding inquiries to the appropriate department when necessary.

Other duties as assigned by Management or the Human Resources Department, including but not limited to:

• 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:

• A college diploma or university degree related to office administration or equivalent professional experience;
• 23 years experience as a receptionist or in a similar role is preferred;
• Experience in a medical office and/or a benefits administration office considered an asset;
• Protection of information and maintaining confidentiality is paramount;
• Must demonstrate a high standard of professional conduct, ethics and reliability;
• Excellent written, oral and interpersonal skills are required;
• Copes successfully with on the job demands and maintains personal composure in stressful situations;
• Strong knowledge of office procedures and practices;
• Strong customer service orientation;
• Strong multitasking and prioritization ability;
• Keen attention to detail;
• Proficient in Microsoft Office Suite (including Outlook, Word, Excel, PowerPoint, OneNote);
• Resourceful, proactive and flexible;
• Proven organizational and time management skills.

Work Conditions:

• Manual dexterity required to operate computer and peripherals;
• Interacts with employees, various management levels, and the public;
• Repetitive work.

If you are qualified and interested in this position, please submit your cover letter and resume to the attention of the Director of Human Resources, outlining your qualifications and suitability to this position.

Salary:
$877.37-$1,096.71 per week


Benefits:

• Casual dress
• Company events
• Company pension
• Dental care
• Extended health care
• Life insurance
• Onsite parking
• Paid time off
• Vision care

Schedule:

• Day shift
• Monday to Friday

Work Location:
One location