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Administrative Assistant 3

3 months ago

Saint John, Canada CareerBeacon Full time

Position Overview

Provides administrative, financial and payroll support for the Information Technology and Corporate Performance service areas.

Key Responsibilities

  1. Performs receptionist function for the service area. This includes connecting customers with staff who can assist them and entering the request into the service ticket system, as well as receiving vendors arriving in the service area.
  2. Provides budget administration support including entering purchase/contract requisitions and receivers into the system. Prepares payment vouchers, preparation of requests for invoices, balance and requests replenishment for petty cash and verifies individual corporate card purchases. Purchases office supplies once approved by a manager.
  3. Prepares monthly internal chargeback for licensing and computing asset and infrastructure renewal reserve managed by Information Technology service area.
  4. Receives and makes appropriate entries to the payroll system.
  5. Schedules and coordinates meetings, workshops, appointments and travel arrangements, as assigned.
  6. Prepares and modifies documents including correspondence, drafts, memos and emails, as assigned.
  7. Assists with contract administration (e.g., tracks contracts for expirations, reviews and completes monthly billings, asset tracking).
  8. Distributes inner office and external mail.
  9. Maintains respective service area hard copy and electronic filing systems.
  10. Performs other appropriate duties to support the respective service areas, as assigned.

Essential Qualifications

Certification
Must be security cleared.

Education
A community college diploma in Office Administration, a university Business Certificate or an equivalent program.

Experience
6 months of experience in a similar role.

Competencies

  • Must possess excellent oral and written communications skills.
  • Must be able to work in a team environment.
  • Must be flexible, adaptable and willing to learn new skills with changing technologies.
  • Ability to handle multiple tasks at once and to prioritize responsibilities.
  • Strong attention to detail.
  • Must demonstrate a customer-focused, positive attitude.
  • Aptitude for financial purchasing processes and reconciliation of billing and reports.

The successful applicant will be eligible to work a compressed work week of 4 days (Monday to Thursday) throughout the trial period of the City's recently adopted Compressed Work Week Trial. This schedule is subject to change.

Equal Opportunity Employer

We are an Equal Opportunity Employer. We are committed to building a workforce that reflects the diversity of the communities in which we live and which we serve. We encourage and support applications from Indigenous persons, persons with disabilities, and members of visible minority groups. Candidates who belong to such groups, who are qualified, will be given preference at the time of selection.

Applications will be accepted through our online system only. Qualified applicants should submit their cover letters and resumes to:

City of Saint John
Attn: Hiring Committee
www.saintjohn.ca (careers/employment opportunities)

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