CEIU JOB- Toronto

Application deadline: July 14, 2017 

Employment Type: Part-time 18-21 hours per week, 12-month term with the 

possibility of an extension or the position becoming permanent

Title of Position: Administrative Assistant to National Union Representatives 

(Ontario Regional Union Office) 

Location: Toronto, Ontario 

Linguistic Profile: English (Bilingual preferred)

Salary: $36.67 to $39.68/ hours plus bilingual 

Area of Competition: 

1. CEIU employees; 

2. employees of the PSAC and other Components; 

3. Members of COPE, Local 225; 

4. Members of CEIU (including Life Members); 

5. The public. 

Employment Equity: 

The CEIU as an Employment Equity employer encourages applications from equity 

group members. CEIU is committed to the hiring of qualified candidates from the 

following equity groups as defined by CEIU/COPE: women, racially visible, First Nations, Métis, Inuit, persons with disabilities, gays, lesbians, bisexual and transgendered persons. 

Purpose of the Position: 

As part of the Ontario Region Union Office (RUO) in Toronto, the Administrative 

Assistant’s function is to provide support in the areas of communications, information 

management and administration. This role provides support for the National Union 

Representatives (NURs) & the National Executive Vice-President and acts as a liaison to the Ontario RUO and members. 

Key Duties*: 

Reporting to the National Executive Vice-President, the successful candidate will be responsible for: 

 Providing general office support: sorting and preparing mail and couriers delivery, mass mailings, correspondence, presentation material, and maintaining all RUO databases and filing systems; 

Assisting with case administration; receiving, verifying and obtaining information, tracking and filing all individual or mass/special group grievances & complaints and following up as required with member, Local Steward, as well as providing case status updates to the RUO NURs as well as the member(s) in question; 

Updating, maintaining accuracy of case files, as well as producing reports on the union software (Unionware); 

Preparing material for case presentation and files for adjudication; ensuring accuracy and completion of the file and providing this to appropriate officials; 

 Typing and composing letters, reports, memos, including financial correspondence relating to finances for the RUO; 

Event coordination: sourcing outside meeting/conference venues, transportation and other logistics, communicating meeting/updates to members, as well as preparing attendee materials; 

Administering elections; updating and verifying Chairpersons lists, coordinating distribution of materials, receiving/tracking returned ballots, and reporting on results; 

Maintaining the filing system on grievances and complaints for speedy retrieval; coordinating appeals and advising NURs of time and location of appeals including amendments and new information. This includes receiving and recording final level grievances and ensuring files are open and all necessary material is available to the NURs;

Preparing, recording and reconciling invoices for the National Office; 

Checking calculations on expenses for the NURs travels, accounts, as well as performing all banking; 

 Managing office supplies and corresponding budget and petty cash; 

Other duties as required. 

* This position’s job description is currently under review

NOTE:  Please note that while applicants from other regions are welcome to apply, they would assume the cost and responsibility of relocation if they were successful in this process. 

 In keeping with the Collective Agreement between CEIU and COPE, Local 225, preference shall first be given to qualified applicants who are employees of the CEIU, followed by employees of the PSAC and its Components, followed by members of the bargaining unit who do not work for CEIU, followed by members of CEIU, and subsequently to the public.

Qualifications: 

 Ability to communicate effectively, both orally and in writing in English including the 

ability to relay information in a clear/concise manner, bilingual capacity preferred 

(bilingualism is an asset); 

 Excellent time management skills; including planning, prioritizing and multi-tasking in 

order to meet multiple deadlines; 

 Strong interpersonal skills with the ability to work courteously and cooperatively with 

management, members and other stakeholders; 

 Advanced knowledge of software programs (including MS Office Suite) in order to 

set up letters, reports, presentations, etc; including the ability to adapt to software technology; 

Ability to manage information such as records management; 

Ability to work independently, taking initiative as required and as part of a team; 

Ability to maintain a high level of confidentiality and exercises sound judgement; 

 Knowledge of basic math; comprehension of simple transactions (invoices, expenses); 

 Knowledge of the overall structure of CEIU and PSAC; 

Experience working in a unionized environment would be an asset; 

 Three to five years experience in an administrative support role. 

Application: 

Applicants should send a cover letter (no more than 2 pages) and their resume (no more than 3 pages) detailing how their work experience and qualifications relate to this position as this will provide the basis for interview selection.

We thank all interested candidates however only those selected for an interview will be contacted. 

Please send your resume to the contact indicated below by July 14, 2017:

Anabela Tavares Mertikas, CHRL 

HR Manager 

Canada Employment and Immigration Union 

275 Slater Street, Suite 1204 

Ottawa, Ontario K1P 5H9 

Fax: 613-288-0388 

E-mail: tavarea@ceiu-seic.ca

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