Administrative Services Officer

3 weeks ago

Oakville, Canada Sheridan College Full time

Under the supervision of the Facilities Administrative Manager, the incumbent will provide administrative support in the administration, co-ordination, daily operational activities, and implementation of all aspects of Facilities & Sustainable Infrastructure (FSI) on a College-wide basis. This position also provides budget and financial assistance for the whole department. This includes, but not limited to, entering requisitions, payment of utility bills and creating cost transfers. The incumbent will follow established College and Departmental policies as well as assisting in establishing and implementation of new policies.

What You’ll be Doing

Overseeing the preparation of purchase requisitions/invoices/expense claims and ensuring payment; approving (including Capital) within purchasing/signing limits;
Entering requisitions as needed (requests may come from all divisions of FSI);
Submitting Invoices for payment to AP in a timely manner to avoid late charges and requesting Receiving to be completed;
Following up on any delays or errors of Purchase Orders, Payment of Invoices and Receiving;
Analyzing and investigating any discrepancies in POs, Receiving and Invoicing;
Keeping track of the workflow from Requisition to PO, to Receiving and, finally, to Payment to ensure smooth progress to avoid delays in payments to vendors;
Creating, compiling, organizing, maintaining and updating record keeping and documentation pertaining to the activities of the Facilities Services Department (i.e. maintaining licenses, staffing payroll components, vendor information, maintenance schedules, keys, vendor information, contact information, inspection reports, forms, etc.);
Gathering, analyzing, and assessing data as required by the Supervisor and/or Leadership team, e.g. budget reports, personnel information, project status, utility consumption and costs;
Acting as liaison between departments, campuses and external contacts on FM issues and proactively resolving problems/ addressing issues;
Analyzing expenditures patterns to determine anomalies contact individual managers and/or utility services to obtain explanations and take appropriate action as required;
Creating monthly cost transfers to be sent to various departments and residences amongst three campuses;
Ensuring meter readings are completed monthly;
Analyzing utility invoices and data to determine anomalies and report any discrepancies to Director of Sustainability, the Utility company, the department(s) involved, and/or AP;
Completing benchmarking analysis, including collecting, validating, analyzing, and generating reporting of benchmark data;
Participating and collaborating with the manager to develop and improve financial and business processes (budgeting, analyzing, reporting) and controls to improve productivity or financial performance;
Preparing routine correspondence and formulating draft reports and presentations;
Performing other related duties as assigned.

About You

You have a client service focus with an aptitude for identifying client needs and collaborating with others to provide creative and effective solutions.

You enjoy working with data and are fascinated by the way that even small changes to data can have a large impact.

You are comfortable with changing and competing priorities with a team and use your organizational skills to develop processes to keep things running smoothly.

You have effective interpersonal and communication skills (oral, written and presentation) while also demonstrating a high level of professionalism, discretion, and diplomacy

3-year diploma or degree in Accounting, Finance, Business Administration, or related degree.

Minimum of 5 years experience in an administrative related position, including experience in facilities management in a large facility.

Experience with collecting, validating, analyzing, and generating reports of benchmark data.

Advanced proficiency in the functional use of Excel and working with spreadsheets.

Strong consultation/advisory skills to provide guidance to clients on financial policies and procedures using simple layman language.

Proficient with Microsoft Office Suite including Word, Outlook, and Excel (including pivot tables).

Experience in a college/university setting is preferred.

**Who We Are**:
**For more information, visit**: Why Work at Sheridan

Other Details

**Faculty/Department**: Facilities and Sustainable Infrastructure

**Campus Location**: Trafalgar (may be assigned activities at any Sheridan campus). This position is currently working in a hybrid model.

**Employee Group**: Support Staff

**Payband**: G

**Hourly Range**: $30.87 - $35.77

**Hours/Week**: 37.5

**Hours**: 8:30 a.m. - 5:00 p.m.

**Application Deadline**: April 4, 2023

Sheridan is deeply committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Mississaugas of the Credit First Nations, Anishi

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