Administrative Support Agent

Under the authority of the General Director, the incumbent of this position supports the Youth Forum in the realization of various administrative activities. To this end, they collaborate in the planning and realization of activities, particularly by providing support in the accounting and communications areas.

The position is offered part-time in the fall of 2026 to allow for a gradual integration. Responsibilities will be added gradually, depending on the transfer of files. The position will become full-time as of January 2027, with the full assumption of responsibilities.

Specifically, they will: *Accounting Area*

• Maintain the organization's books, including the entry of transactions.
• Process received and to-be-issued invoices, track and file them.
• Enter accounting operations into the software used by the organization (invoices, deposits, transfers, checks, etc.).
• Prepare payments to suppliers.
• Perform bank account and deposit reconciliation (direct, Interac, checks).
• Participate in the preparation of financial statements and the verification balance.
• Any other related task.
• *Administrative Area*
• Manage the Youth Forum's email inbox, receive and respond to various member requests, particularly regarding the processing of membership application requests.
• Perform writing, layout, updating, production, and linguistic review of informational and correspondence documents.
• Perform various administrative tasks related to internal management (e.g., inventory and equipment management).
• Ensure document management and file updating (e.g., filing, purging, and storage) according to established practices and rules.
• Keep the members' database up-to-date.
• Participate in the development of surveys and manage their logistics.
• Any other related task.
• *Communications and Events Area*
• Manage the volunteer network (prepare agendas and minutes, submit applications, interview schedule, attend meetings, manage the database).
• Participate in the organization of volunteer meetings (e.g., team meetings, volunteer appreciation night, committees, training, telephone conferences, travel, and reservations).
• Perform computer operations for the layout and sending of bi-monthly and special newsletters.
• Perform computer operations for the updating of the Youth Forum's website and social media content.
• Provide technical support during virtual activities.
• Manage applications for various activities, events, and projects of the Forum.
• Prepare and follow up on submission requests for certain Forum activities.

Desired Profile and Skills

• Versatile, organized, and self-motivated.
• Strong communication skills, both oral and written.
• Excellent French language skills (spelling and grammar).
• Good teamwork and interpersonal skills.
• Flexibility and quick adaptation.
• Proficiency in Microsoft Office suite (Word, Excel, Outlook).

Assets

• Knowledge and interest in the issues of Quebec's public service.
• Knowledge of accounting software (Acomba).

*Note that training will be provided for all mentioned tasks. Therefore, newly graduated individuals are welcome to apply!*

Required Education:

Hold a college diploma (DEC) in office management or a college certificate (AEC) in administration, or be in the process of completing it. Any other relevant combination of education or experience will be considered.

Salary:

The annual salary is to be discussed based on education and recognized years of experience.

Contract Duration : August to December (15h – 20h), with the possibility of renewal to full-time (35h) starting January 2027.

Work Conditions (August to December)

• Non-unionized employment.
• Variable schedule.
• Monday to Friday workweek.
• 4% of the gross salary received during the reference period.
• Paid holidays.
• 1.5 mobile days off.
• Hybrid work arrangement.
• Additional Work Conditions
• *Starting January 2027:*
• Annual vacation and mobile days off bonus.
• Employee assistance program.
• Collective insurance (health and medication).
• Voluntary retirement savings plan (RVER) partially funded by the employer.
• Application Period

: Ongoing, with a planned start date in August.