Office Administrator and Scanning Clerk

What You Can Expect

As an Office Administrator and Scanning Clerk at the Bereavement Authority of Ontario (BAO), you will support the organization’s digital records and administrative operations through the accurate collection, review, scanning, organization, and distribution of documents. You will work across multiple digital platforms to maintain records, process information, and support business operations, helping ensure data is accurate, accessible, and secure. This role requires strong attention to detail, comfort learning new technologies, and the ability to navigate and manage information within complex business systems.

This contract opportunity is expected to run from October 2026 to April 2027, supporting the organization during a busy operational period.

Responsibilities

Office Administration

- Maintain the accuracy and integrity of licensee records through the creation, review, and updating of information within organizational systems.

- Coordinate and resolve office-related issues, liaising with vendors and service providers to support uninterrupted operations.

- Accurately enter, maintain, and validate data across multiple digital platforms and business systems.

- Arrange and administer courier services to support organizational needs.

- Manage front desk operations, receive deliveries, and ensure correspondence and materials are directed appropriately.

- Provide reception and administrative support, including responding to visitors and general inquiries.

- Prepare, process, and distribute outgoing mail, including weighing, tracking, and coordinating deliveries.

- Conduct outbound calls to obtain, verify, or communicate information and respond to inquiries in a professional and timely manner.

- Manage office and operational supplies, ensuring inventory is organized, monitored, and replenished as needed.

Digital Records & Information Processing

- Manage the intake and processing of a high volume of incoming mail, courier packages, and organizational correspondence.

- Digitize incoming records by preparing, scanning, indexing, and validating documents for electronic storage and retrieval.

- Ensure all scanned records meet quality standards for accuracy, completeness, and legibility.

- Organize and maintain electronic records in accordance with established records management procedures and retention practices.

- Classify, index, and file documents within digital repositories and business systems to support efficient retrieval and workflow management.

- Route digital records and correspondence to appropriate staff using cloud-based case management and workflow tools.

- Maintain accurate tracking of document receipt, processing, storage, retrieval, and disposition activities.

- Safeguard confidential and sensitive information while adhering to privacy, security, and records management requirements.

What You Bring to the Role

- 1-2 years of experience in an administrative, records management, data entry, or office support role.

- Strong technical aptitude with proficiency using scanners, copiers, document management tools, and network-based office systems.

- Demonstrated proficiency in Microsoft Office applications, particularly Outlook, Word, and Excel, with the ability to quickly learn new software and business systems.

- Excellent organizational and administrative skills, with the ability to manage multiple priorities and consistently meet deadlines.

- Strong verbal and written communication skills, with a commitment to providing accurate information and supporting service excellence.

- High level of accuracy and attention to detail when processing, maintaining, and validating information.

- Ability to coordinate work and share information effectively with colleagues across the organization to support operational and regulatory processes.

- Sound judgment and a commitment to handling confidential and sensitive information with discretion.

About the BAO

The Bereavement Authority of Ontario (BAO) is a government delegated authority and not-for-profit corporation administering provisions of the Funeral, Burial and Cremation Services Act, 2002 (FBCSA). Accountable to the Minister of Public and Business Service Delivery and Procurement and the government, the BAO is responsible for the protection of the public interest. The BAO regulates, ensures compliance with the law, provides resources and services to licensed:

- Funeral establishment operators, directors and preplanners;

- Cemetery, crematorium and alternative disposition operators;

- Transfer service operators; and

- Bereavement sector sales representatives across Ontario.

The BAO is wholly funded by licensee fees (not tax dollars).

The BAO offers a casual work environment, flexible work hours, and a competitive compensation and benefits package. The BAO is an equal opportunity employer and committed to fostering an accessible and inclusive environment for employees and licensees. If you require any accommodation for the recruitment/interview process (including alternate formats of materials, or accessible meeting rooms or other accommodation), please let our HR department know and we will work with you to meet your needs.