Office Technician - Kingston Frontenac Public Library

The Kingston Frontenac Public Library (KFPL) has an opening for the position of Office Technician, full-time, permanent, unionized.

Hours of Work:

• The hours of work for this position are 8:30 a.m. to 4:30 p.m. (Monday to Friday). Work location is the Central Branch (130 Johnson St.).

View full job description on our Jobs webpage.

Primary Duties:

Under the supervision of the Director, Human Resources:

• Maintains staff schedules in accordance with collective agreement requirements, operational needs and organizational policies (e.g., Relief, Sunday overtime, Pages, Urban/Rural Branch Operations, Programming & Outreach, Maintenance and Systems).
• Works collaboratively with managers on scheduling issues providing guidance and information on staff complement, staffing gaps, the redeployment of staff for temporary branch closures, bank/lieu time requirements, etc. Provides functional guidance to staff and managers on collective agreements, scheduling processes and scheduling software.
• Updates staff intranet with current staff schedules including Sunday schedules, customer service desk schedules.
• Communicates with staff for replacement of short-notice absences, leaves of absences (e.g., vacations, extended sick leaves).
• Coordinates, organizes and schedules required staff training (e.g., First Aid). Schedules replacement staff accordingly.
• Administers the vacation selection process pursuant to the collective agreement.
• Contributes to compilation, proofing and posting of staff seniority lists.
• Inputs/updates employee information in scheduling software.
• Responds to employee requests for access to Peoplesoft for paystub/T4’s through the City of Kingston.
• Works with Office Assistant and Budget/HR Analyst for processing payroll including collecting, verifying, entering and submitting data for payroll processing by the City of Kingston. Includes processing of Saturday premiums.
• Assists in accounts payable, invoicing, processing mileage claims and preparing and making bank deposits as required.
• Administers parking policy for staff including coordinating with City of Kingston for payroll deductions.
• Administers facility room rentals including room booking communication with renting organization, KFPL staff (e.g., Maintenance for room set-ups, Systems for technology assistance). Includes processing of rental fees invoicing and use of Communico software for events.
• Assists in maintaining computerized and paper office records including attendance, payroll, room bookings, etc. Works with Office Assistant, Budget/HR Analyst and Administrative Assistant for “year end” processing including records management, entitlement accruals, etc.
• Provides information to Managers and Administrative Assistant for job posting start dates and confirmation of hours.
• Responds to questions and inquiries from employees and managers.
• Provides support in absence of Budget/HR Analyst for liaising with City of Kingston for Action forms for staff changes, payroll deduction questions and Record of Employment requests.
• Performs routine office equipment maintenance. Performs clerical duties including typing, filing, and data entry. Other office administration duties as assigned.
• Provides back-up relief for the Office Assistant.

Requirements:

• Two year college diploma or equivalent, with an emphasis on office administration.
• 1-2 years' experience in a relevant position. Experience with scheduling staff.
• Excellent computer skills, including demonstrated proficiency in Office 365, QuickBooks, Peoplewhere, Peoplesoft, Communico, MightyText, VSmart and ability to learn new software and other technologies.
• Excellent public relations skills, oral and written communication skills, including patience, attention to detail, tact, and discretion. Experience with confidentiality/privacy.

Compensation

• $52,289 - $57,348 per annum. A comprehensive benefits package including pension (OMERS) is provided.
• This position is covered by the terms of the CUPE Local 2202 collective agreement with the Kingston Frontenac Public Library.
• Existing vacancy? ☒ Yes ☐ No

Conditions of Employment

The successful candidate, to whom an employment offer has been made, shall be required to provide at their own expense:

• A current Criminal Record Check (CRC), including vulnerable sector.

How to Apply:

Interested candidates may apply by email to jobs@kfpl.ca no later than 4:30 p.m. on Wednesday, April 15, 2026.

Application emails should include:

• your name and the competition number in the subject line;
• an attachment or link to a single file (.pdf, .doc, or .docx format) that contains the following:
• A cover letter and resume detailing the knowledge, skills and experiences that will facilitate your success in this role.
• Contact information for three (3) professional references, including current and prior supervisors. Reference checks are undertaken as part of the recruitment process for candidates who successfully complete the interview stage.
• A declaration of any familial, significant social or intimate personal relationships with KFPL employees.

Pursuant to AODA requirements, accommodations for disabilities are available to job applicants who are invited to participate in an interview and who request individual accommodation during the recruitment process.

The Kingston Frontenac Public Library acknowledges that our work takes place on the traditional territories of the Algonquin, Anishinaabe, Haudenosaunee and Huron-Wendat and is home to Shabot Obaadjiwan First Nation, one of ten communities that make up the Algonquins of Ontario. We acknowledge the Mohawks of the Bay of Quinte and recognize that our region is home to First Nations, Métis, and Inuit from across Turtle Island, as well as Indigenous Peoples from other areas of the world.

The Library is committed to diversity in employment opportunities and welcomes employment applicants from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal Peoples, persons with a disability, persons who identify in the 2SLGBTQIA+ community and others who reflect the diversity of Canadian society.

Artificial intelligence is not used in the recruitment process.

Visit us at www.kfpl.ca.

Thank you for your interest in the Kingston Frontenac Public Library. We appreciate all applications received; however, only those invited for an interview will be contacted. Additional correspondence regarding this job posting will be sent to the email address provided. As an applicant, it is your responsibility to ensure that you check your email regularly.