Job Description

ADMINISTRATIVE ASSISTANT – KELOWNA AREA OFFICE

JOB ID: MU032

LOCATION: 1064 Borden Ave. Kelowna, BC V1Y 6A8

Temporary Administrative Assistant (L5) – 1-Year Term or Until Incumbent Returns – Kelowna Area Office

BCGEU thanks all applicants for their interest; only those selected for an interview will be contacted. This position is only open to those legally entitled to work in Canada and are residents of the Province of BC.

THE ORGANIZATION

About Us: The BCGEU is one of the largest and most diverse unions in British Columbia with over 95,000 members in 550 bargaining units in the public and private sector. We trace our beginnings back to the early 1900s when provincial government employees formed an association to address their working conditions. Since then, our union has organized thousands of workers outside the government service. We’re continuing to grow.

The BCGEU believes that every worker is entitled to union representation and free collective bargaining without discrimination. Collective bargaining rights are human rights. We strive to eliminate barriers to members’ involvement and inclusion in union activity. All people are entitled to enjoy human rights, political freedom, quality public services, democratic government, and a sustainable environment, in a just society. The BCGEU commits to social justice, equality, workplace safety, decent wages and working conditions. We will pursue social, economic, and political justice as those are the goals upon which the labour movement was founded.

BCGEU offers competitive salaries and an excellent benefits package. But a job is more than a pay cheque. We also offer our staff the opportunity to work together to make a difference. When employees go home at the end of the day, they experience the satisfaction of knowing they’ve helped provide justice and fairness for British Columbians.

Job Summary

Reporting to the Director, the Administrative Assistant will provide comprehensive administrative support for staff representatives in the Kelowna Office, performing a variety of tasks including document processing, financial tracking, and coordination of office activities. The role requires a high level of independent decision-making and organization, with an emphasis on efficiently managing daily operations and supporting the union's objectives. The position will ensure smooth functioning of office processes while coordinating tasks and priorities, often with limited supervision

The successful candidate will have the following:

Key Responsibilities:

Document Processing & Deadline Management

• Process various documents, including collective agreements, meeting notices, bargaining bulletins, grievance letters, and general correspondence.
• Calculate and track deadlines for grievances, notices to bargain, appeals, and expedited arbitrations to ensure timely action.
• Maintain accurate records and filing systems for grievances, appeals, and other key documents.
• Make independent decisions regarding priorities for the team, balancing deadlines and resources without needing direct supervision.

Financial & Administrative Support

• Balance and maintain petty cash fund, make purchases, and issue cheques from the imprest account.
• Reconcile monthly bank statements and calculate chargebacks to components/locals.
• Assist with administrative support for accounting and payroll tasks as needed.

Event & Vote Coordination

• Coordinate, prepare, and distribute materials for strike/ratification votes, elections, and other union events.
• Assist component/local executives with organizing events such as banquets and union observer arrangements.
• Schedule appointments and arrange travel and accommodation for union events or staff travel needs.

Communication & Visitor Support

• Respond to telephone inquiries and welcome visitors such as union members, staff representatives, senior labour and management personnel, and Provincial Executive members.
• Responsible for ensuring that the office runs smoothly on a day-to-day basis, with direct impact on the effectiveness and efficiency of union operations in the region.
• Maintain professional communication and direct inquiries to appropriate individuals in a timely manner.
• Manage appointments and ensure smooth scheduling for staff and executives.

General Administrative Support

• Maintain organized filing systems for various records, including grievances, appeals, and local/component/stewards’ information.
• Provide support for a wide range of administrative tasks to ensure effective operations.
• Resolve administrative challenges and implement solutions in a timely and effective manner with minimal supervision.

Education & Experience:

• 2-4 years of administrative experience in a similar role.
• High school graduation, supplemented by administrative training or relevant coursework.
• Proficient in Microsoft Word and Excel (intermediate to advanced skills).
• Experience with database management and financial software.
• Strong attention to detail with the ability to organize and prioritize tasks efficiently.
• Ability to work independently, with minimal supervision, and as part of a collaborative team.

Knowledge, Skills & Abilities:

• Excellent organizational skills and the ability to manage multiple tasks simultaneously.
• Strong financial and administrative skills, with an ability to process and track budgetary matters.
• Experience in managing and coordinating events, meetings, and travel logistics.
• Ability to handle confidential and sensitive information with professionalism and discretion.
• Exceptional problem-solving and time-management skills.
• Ability to assess situations, make decisions, and handle tasks autonomously with minimal guidance.

Salary:

$38.77- $42.14 per hour

Please note that temporary and probationary employees are not eligible for remote work arrangements.

Hours of work are 32 hours, four days per week.

The BCGEU supports employment equity. Indigenous workers, workers of colour, women, LGBTQ2SI+ workers, and workers with disabilities are encouraged to apply for positions with the BCGEU.

Submit applications no later than 5:00 pm, Sunday June 15, 2025.

How to Apply:

Please include only one attachment with your application. If you need to include both a cover letter and a resume, combine them into a single file before uploading. Please reference the Position Title and the Job ID in the subject line when submitting your application. Applications with multiple attachments may be rejected.

Resumes will be accepted by e-mail to: recruitment@bcgeu.ca

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