Description:
Reporting to the Lead Officer, Administrative Support, the incumbent assists with and performs a variety of tasks to support the administrative operations of a department, program or event, while ensuring compliance with applicable policies and procedures.
In this role, your responsibilities will include:
- Administrative Tasks: Performs a variety of administrative tasks to support the administrative operations of the department/program/event, such as entering and updating data, drafting and preparing a variety of documents, and managing schedules and mail, in keeping with uOttawa quality standards.
- Customer Service: Welcomes people who arrive in person; responds appropriately to general requests for information from customers and guides them in applying the general internal procedures of the department/program/event with a view to providing high quality service. Requests for information may be received and handled in person, by email, by phone or by mail.
- Financial Operations: Provides basic support for the financial operations of the department/program/event by performing a variety of tasks in keeping with established policies, such as administering petty cash, preparing deposits, making journal entries and entering data into the financial system. Participates in the invoicing process: prepares, sends and pays invoices, receives payments from customers and follows up on them.
- Records Management: Implements and maintains an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes. Maintains accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.
- Documentation: Drafts and updates documents for internal use on procedures, processes and systems related to the incumbent’s responsibilities.
What you will bring:
- Postsecondary education in administration and office technology with courses in accounting or finance, or an equivalent combination of education and work experience
- Minimum two (2) years of demonstrated experience in a similar role
- Basic experience in accounting and/or finance
- Experience with computer systems and applications such as Windows, word processing software, spreadsheets, databases, the internet and email
- Excellent communication, interpersonal and customer service skills
- Experience interpreting, explaining and applying policies and regulations
- Experience in bilingual administrative writing
- Experience producing reports
- Experience in team supervision
- Ability to produce high quality work under pressure while meeting strict deadlines
- Initiative, self-reliance, good judgment
- Strong organizational skills
- Bilingualism – English and French (spoken and written)