Bilingual
Membership Records Assistant
Membership
Records Unit, Membership Services DepartmentRegular Position, Category 13 - Salary Range $41,856 – $56,813
Drawing on
your experience in high volume records handling in a modern database
environment, you will support the ongoing maintenance of the Member Registry by
maintaining electronic, hard copy and microfiche filing systems, as well as
reviewing and imaging incoming documents and updating client electronic files.
An ability to contribute positively to a fast-paced team, familiarity with
Microsoft Office, advanced keyboarding speed and accuracy, as well as
familiarity with university transcripts are assets for this position. Both
French- and English-language oral and writing proficiency are essential for this
position. French language proficiency is required at the following Canadian
Language Benchmark levels: oral expression (8), oral comprehension (8), written
comprehension (9), and written expression (8).
Responsibilities:
·
Maintain electronic and hard
copy filing systems in support of the registry functions of the Membership
Services Department.
·
Review incoming documents to
determine type, authenticity, and nature of the writer’s request.
·
Scan incoming documentation
using College imaging equipment and update membership database.
·
Receive and process fee
payments and requests for change of information in membership
database.
·
Receive and process requests
for statements of standing, duplicate certificates and other
documents.
·
Process applications for
certification and generate application status update information for new
applicants and customized letters in response to other service
requests.
·
Provide assistance and
clarification for all file types.
·
Track and expedite client
files, prepare chronologies on exceptional cases
·
Process reports from
faculties received for Ontario New Graduates and members who have completed
additional qualification courses.
·
Log positive Criminal Records
Checks documentation for presentation to Officer and Director.
·
Process membership record
update requests received from Executive Department.
·
Print duplicate and one-off
certificates and original documents as required.
·
Review escalated document
packages for resolution and/or referral to Officer.
·
Act as the unit’s contact for
their counterparts in Client Services and Evaluation.
·
Review files from applicants
without various required documents for acceptability and further
processing.
·
Provide Welcome Counter
support in authenticating foreign, one-time-issued documents and provide walk-in
relief coverage when necessary.
·
Contact external agencies for
confirmation/verification of official documentation (for example, criminal
record checks, and translations).
·
Perform other duties as
assigned.
To apply, please forward your resume and covering letter
by April 18, 2014. E-mail applications preferred: careers@oct.ca. Indicate Posting Number 14-16 in subject
heading.