Description:
Reporting to the Senior Financial Business Administrator, Financial Business Support, the Administrative Assistant provides a wide variety of confidential administrative and clerical duties to support the Financial Planning & Business Support team.
Work Performed:
- Handle and prepare all manner of correspondence, reports, educational requests, and memberships for the Financial Business Support team including those of a confidential nature. Maintain follow-up on outstanding matters.
- Arrange meetings for the Senior Financial Business Administrator and other team members, maintains service area shared calendar and advise the management team of scheduling matters.
- Book conferences, seminars, workshops, staff training, and make necessary travel arrangements.
- Assist with the Corporation’s business planning, budget development and monitoring processes as assigned.
- Perform a variety of confidential administrative functions including processing personnel forms for the Service Area, maintaining records on staffing and personnel matters, assisting in confidential payments related to terminations (as required), preparing payroll records and submitting changes, preparing and distributing agenda and minutes for all management meetings and preparing correspondence as required.
- Act as the central contact point for the team for internal administration and external contacts. Provide quality customer service by telephone, electronic mail and in person. Engage in effective problem solving to respond to inquiries and complaints, direct complex issues to the appropriate management staff.
- Assist the operations team where needed with finance-related tasks.
- Act as a Site Coordinator reconciling monthly VISA transactions of the Finance Business Supports team in the banking software, ensuring all receipts provided are appropriate and sufficient for supporting the transactions.
- Manage the Corporate Spreadsheet Server license key assignments.
- Coordinate all staff onboarding and offboarding processes for the team.
- Manage and coordinate corporate parking, including assigning spots for monthly, pay-as-you go and one-time (chit) parking pass. Liaise with People Services for approval of corporate paid parking; liaise with the parking contractor and manage parking records in their database; liaise with Employee Systems to ensure accurate records. Reconcile and pay monthly parking invoices and manage chargebacks to Service Areas. Provide confidential information as requested.
- Maintain and update the area’s internal phone directory, and team organizational charts.
- Responsible for ongoing maintenance of the area’s process documentation, including coordinating the regular review and updating of this documentation.
- Responsible for regular monitoring of the area’s supply inventory and coordinating the ordering of supplies as required.
- Track and monitor equipment, software licenses, and office furniture replacements, including working with Information Technology Services for any discrepancies.
- Work collaboratively with other members of the Finance Supports team on divisional and corporate initiatives as assigned.
- Ensure that corporate standards (e.g. AODA) are implemented and reflected in the area’s work.
- Provide backup administrative coverage for other areas of the Finance Supports team as required.
- Report facility issues to the related work area and share related information with other service areas as needed.
- Demonstrate commitment to supporting anti-racism, anti-oppression, and human rights through practices and interactions with community partners, employees and individuals and support programs and initiatives that reflect this commitment.
- Demonstrate commitment and adherence to Health and Safety legislation and programs; actively promote a culture of safety.
- Perform related special projects and duties as assigned.
Qualifications:
- Two year Community College Diploma in Office Administration Executive or equivalent.
- Minimum four years of related senior administrative experience or an equivalent combination of education and related professional and lived community experience.
- Experience in a municipal government environment is an asset.