| Description: |
Location: Toronto
Pay Rate: $20/hour
Contract Duration: May 4, 2026 – October 30, 2026
Security Clearance: Reliability Status is required.
Position Overview
The role is responsible for providing bilingual (English/French) customer service at reception and service counters, supporting financial administration processes, and delivering administrative and clerical assistance to the Archives Services Unit.
Key Responsibilities
1. Reception & Customer Service
- Greet and welcome visitors, provide orientation, and issue visitor ID cards
- Register new clients and manage sign-in/out processes
- Handle incoming mail, courier deliveries, and distribute appropriately
- Manage general inquiry emails, log requests, and assign to relevant staff
- Answer multi-line telephone calls and direct inquiries efficiently
- Respond to public inquiries (in person, phone, email, mail/fax) regarding services, fees, and programs
- Provide updates on reproduction orders and direct clients to appropriate services
- Monitor public areas such as lockers and client lounge
- Coordinate courier services and distribute completed materials
- Maintain booking logs (vehicles, boardrooms, equipment)
- Manage temporary access cards and ensure compliance with security procedures
2. Financial Administration Support
- Reconcile purchasing card transactions and invoices
- Review and submit expense claims; maintain financial records
- Monitor and process revenues via CCPay and other systems
- Track and reconcile payments, refunds, and discrepancies
- Ensure compliance with PCI DSS standards
- Process payments (cash, cheque, debit/credit), issue receipts, and balance daily transactions
- Prepare deposits and financial reports for supervisor review
- Manage invoicing, follow up on outstanding payments, and prepare journal entries
3. Program & Administrative Support
- Provide general administrative and clerical support to the unit
- Coordinate hoteling space bookings and access cards
- Organize classroom and boardroom bookings, including setup
- Assist with French translations as required
- Manage incoming shipments and arrange courier services
- Administer government vehicle bookings
- Support fire safety procedures and evacuation protocols
- Participate in health & safety initiatives, including First Aid/AED training
4. Records Management
- Maintain filing systems and records schedules
- Track accounts receivable and statistical reports
- Update databases for client orders, invoices, and payments
- Ability to lift up to 50 lbs
5. Additional Duties
- Perform other duties as assigned by management
Required Skills & Qualifications
Knowledge & Technical Skills
- Customer service principles and best practices
- Telephone switchboard operations
- Financial administration and cash handling procedures
- Records management and administrative systems
- Proficiency in MS Office (Word, Excel, Outlook) and systems such as CCPay and IFIS
- Knowledge of PCI compliance and financial policies
Core Competencies
- Strong communication skills (English & French – written and verbal)
- Customer-focused with excellent interpersonal skills
- Attention to detail and accuracy
- Problem-solving and analytical thinking
- Time management and organizational skills
- Ability to handle sensitive financial information with discretion
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