101 Bloor Street West
Toronto ON, M5S 0A1
P: 416-961-8800
Toll Free (Ontario Only): 1-888-534-2222
F: 416-961-8822


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Posting 14-16
Bilingual Membership Records Assistant

Membership Records Unit, Membership Services Department

Regular 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).


  • 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.


101 Bloor Street West, Toronto ON, M5S 0A1, P: 416-961-8800 / Toll Free (Ontario Only): 1-888-534-2222 /
F: 416-961-8822 / info@oct.ca

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