Administrative Assistant full-time

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The Administrative Assistant coordinates and carries out administrative activities that are, typically, of moderate complexity and scope. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management. The incumbent also coordinates the preparation of human resources documentation. Primary Provide daily administrative support Enter data related to service line transactions and activities into system (e.g. budget tracking, time entry, procurement, contract administration) Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, progress payments) Support service billing activities (e.g. prepare documentation, validate and ensure monthly follow-up for service level arrangements) Carry out document and records management (electronic and hard copy filing, archiving) Process accounts payable and other financial transactions (e.g. vendor payments, expense claims, journal entries) Coordinate preparation of human resources documentation between the site, regional office and Head Office Prepare tables and reports in support of business management activities (e.g. aging, profit and loss, monthly recoverable contracts, time entry) Other Maintain training records Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files) Take and prepare minutes of monthly staff meetings Prepare purchase orders (e.g. for office supplies, furniture, service contracts) Perform receptionist duties and act as back-up for other administrative employees, as required Other duties as assigned General and Specific Knowledge Administrative best practices Accounting principles Formal Education and/or Certification(s) and Experience Minimum: high school diploma with some general accounting courses and four years’ relevant experience, or the equivalent Preferred: college diploma or certificate in administration, business management, accounting or related field Abilities Use applicable computer software and operating systems Manage multiple deadlines and priorities Demonstrate attention to detail Development and Leadership Provide functional advice and guidance to employees Occasionally coordinate the work of administration staff within the business unit Working Conditions Typical office environment with occasional travel Some work may be located on construction sites; incumbent may occasionally be required to wear basic safety equipment


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