Administrative Services Clerk

Location: Toronto, ON Canada

Type: Permanent Full-time

Group/Grade: Bargaining Unit Support /Grade 2

Rate: $69,660.82 (start)

Date: November 9, 2026

The Ontario Nurses’ Association (ONA) is Canada’s largest nurses’ union. We are powered by our members - 68,000 nurses and health-care professionals, and 18,000 nursing student affiliates - who provide care in hospitals, long-term care, public health, the community, clinics and industry.

Our mission is to defend the rights of and advocate for nurses and health-care professionals who care for the health of Ontarians. We empower members and fight against unfair and unsafe treatment, negotiate and enforce our contracts, offer benefits and insurance, provide tailored education and development opportunities and much more. We confront governments, administrations and other policymakers head on to fight for high-quality public health care.

ONA is seeking to hire an Administrative Services Clerk to join our Administrative Services Team. This posting is for an existing vacancy. This position reports to the Manager, Building & Administrative Service, and will work within the general provision of Administrative Services on a rotational basis which includes general office administration, reception, shipping & mail services and catering.

This multifaceted role requires a focus on providing quality service and support in a fast-paced environment. Our ideal candidate will demonstrate expertise, judgment and independence to provide advanced-level coordination and support across their team with a professional and service-focused approach. With a high attention to detail and exemplary initiative, the successful candidate will be accountable for providing support to members and staff in a manner that is consistent with our member values.

This is what else you can expect from this dynamic role:

General Office Administration

• Ensures meeting rooms, copy rooms, washrooms, and kitchens are appropriately stocked with supplies.
• Assists with interoffice moves.
• Monitors Building Administrative Services Intake (email/phone/in person requests)
• Dispatch service requests to team and manager.
• Provide back-up/support to print operator as required.
• Performs other related tasks as required.

     Reception

• Reception – answers calls in a friendly and professional manner, directing all calls to the appropriate party.
• Greet people in a friendly and professional manner in person as they enter our reception area.

    Shipping & Mail Services

• Receives, opens and distributes all incoming mail.
• Provides regular internal mail pickup and delivery.
• Collects and processes outbound mail and packages (members, locals, regional offices and others).
• Processes weekly courier packages for delivery to regional offices.
• Tracks couriers to ensure timely delivery.

• Orders supplies related to postage & equipment.
• Replenishes inventory of forms, stationery and brochures as required.
• Ensures postage, date stamp weigh scale and tape sealer are in good working order; calls for repairs as necessary.

• Ensures receipts of purchases (shipping, mailing and catering) in accordance with purchase order or quotes.
• Matches invoices (shipping, mail, courier and catering) with purchase order or quotes.
• Submits monthly expense claims clearing all credit card transactions through the expense management system.
• Initiates and maintains records for postage due accounts.
• Assembles and distributes membership kits, retiree mailings, other mailings as required.

Meeting room set-up/configuration and Catering

• Review the meeting room booking system to ensure all scheduled meetings are properly set-up and configured.
• Assists in ordering, receiving, set up and clean-up of meals and refreshments for meetings.

What we are looking for:

The successful candidate will possess -

• Post-secondary certificate and/or diploma in Office Administration, Business Administration or a related field.
• Three (3) to five (5) years of relevant experience; including one+ (1+) years of experience as a receptionist.
• File/records management (manual and electronic) experience.
• Advanced knowledge of Microsoft Office (including Word, Excel and PowerPoint); and demonstrated experience in database management.
• Microsoft Teams calling/fax/auto attendant.
• Production printing experience would be an asset.

• The ability to multi-task, prioritize and manage multiple deadlines in a fast-paced environment in accordance with instructions; High level of accuracy and strong attention to detail.
• The ability to work professionally with people from various levels of the organization; Impeccable interpersonal, presentation, written and verbal communication skills.
• Adaptable and flexible individual who can work effectively as part of a team.
• Able to comfortably communicate with various levels of personnel and suppliers.
• Will be required to lift materials and equipment up to 15 kg in weight, and use moving equipment as provided by the employer.
• The position requires the flexibility in standing and sitting for extended periods of time in order to complete the essential duties of this position.
• Ability to speak other languages is considered an asset.

All interested candidates may apply via ONA Jobs by 4:30 p.m. on November 23, 2026.

The Ontario Nurses’ Association is committed to employment equity within its staff.  Applications are encouraged from equity-deserving groups including individuals of Indigenous descent, Racialized individuals, individuals with disabilities, and 2SLGBTQI persons.  We also provide accessible employment practices that are in compliance with the Accessibility for Ontarians with Disabilities Act (‘AODA’). If you require accommodation for a disability during any stage of the recruitment process, please notify Human Resources at HumanResources@ona.org.

Thank you for your interest in joining us. Only those selected for an interview will be contacted.