Administrative Assistant Jobs

Position Summary Reporting to the Vice President of Finance and Administration, the Administrative Assistant is primarily responsible for the administration functions required for the IT, Facilities, and Finance Departments including Purchasing.

Duties and Responsibilities • Assist the Vice President of Finance and Administration with organization of workflows (examples: planning meetings, organization of administrative departments, etc.) • Perform general reception duties for the Head Office, including but not limited to answering the phone and transferring calls, sorting the mail, ordering office supplies, maintaining the supply/photocopier room). • Backup to Purchasing Department for the College. • Compile information and prepare reports to the Ministries on behalf of all Programs and the Finance Department. • Print and distribute monthly spending summaries to all signing authorities. • Enter accounts receivable invoices into the accounting system, print and distribute invoices and monthly statements. • Enter program and operational budgets into the accounting system. • Consult with academic departments regarding annual budget templates. • Support administrative functions and files for Facilities and Information Technology Departments. • Administrator for all College Credit Cards. • Administrator for Fleet credit cards. • Liaise with SaskTel representative. • Reconcile banks accounts, fleet cards, credit card, and other accounts as necessary. • Maintain program files on behalf of the Finance Department. • Create and distribute program numbers and program list. • Responsible for updating all college forms and making them available to all staff. • Maintains records and manages renewals with regard to finance and administration for insurance, credit cards, lease contracts, etc. • Prepare meeting venues and material as needed • Performs other responsibilities and duties as may be assigned to contribute to a positive experience in College programs, services and activities for prospective, current and former learners.

Knowledge, Skills, and Abilities The Administrative Assistant to Finance and Administration should bring the following attributes to the position:  An ability to read and understand financial information from the General Ledger.  Excellent interpersonal and customer service skills.  Proven organizational skills to assist with coordinating the workflow for the Vice President of Finance and Administration, IT, and Facilities.  Knowledge of office procedures and business communications.

 Advanced computer skills, specifically with Microsoft Word and Excel.  Familiarity with Accounting Systems.

Education and Experience • A Minimum of a 1-year certificate in an Office Administration or Business-related program from a recognized post-secondary institution. • 3 years of administrative experience. • Bookkeeping or accounting courses or experience with bookkeeping.

Additional Requirements • must be prepared to schedule hours of work according to the demands of the position including evenings and weekends when necessary. • A criminal records check including a vulnerable sector check is a requirement of the position.