Administrative Assistant

5 months ago

Sarnia, Canada County of Lambton Full time

Company Biography
The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.
Position Overview
To provide a wide range of financial and confidential administrative support services to the Manager and Supervisors of the Housing Services Department.

**Responsibilities**:
**Administrative/Clerical Duties**:

- Record, transcribe and distribute meeting agendas and minutes
- Ensure all department documents are compliant with AODA standards
- Coordinate and schedule meetings and training events
- Act as a liaison with other County departments
- Respond to inquiries from staff and outside organizations
- Maintain and update records management system for the Housing Services Department
- Assist with special projects as requested
- Address requests for information from outside sources while adhering to information release policy
- Assist with completion of Employee Data and LSSC Forms
- Contact, schedule and develop packages for the recruitment process
- Liaison with LSSC Facility Management regarding cubicle, computer, telephone and resources management for department
- Arrange travel plans for out of town meetings/conferences
- Gather and compile information for various statistical reports
- Advise the department manager of any irregularities or problems, which may arise in areas of assigned responsibility

**Financial**:

- Reconcile daily Accounts Receivable activity in Property Management System and reconcile activity with monthly bank statement
- Prepare Journal Entry Vouchers for Housing department ensuring all accounts are properly coded
- Ensure that all activity is recorded properly, including rent, maintenance, and miscellaneous charges and payments, as well as debt recoveries
- Ensure that returned payments (NSF) are recorded correctly
- Analyze financial reports to verify accuracy of system usage
- Assist with preparation of the annual Housing department budget, analysis and reporting
- Complete Day/Month End Close and deposit procedures
- Deliver daily deposit to financial institution

**Scheduling/Tracking of Staff Time**:

- Schedule phone, office and on-call coverage rotation for department
- Monitor vacation scheduling to ensure that minimum coverage in place at all times
- Track staff time and verify time sheets/exception reports are correct prior to submission to Payroll

**Software Assistance**:

- Act as the Super User for software (Yardi) by managing user rights, troubleshooting issues, liaising with the provider and acting as a point of contact
- Create/review internal procedures for use of Waitlist and Property Management software
- Train staff with the use of program/software
- Ensure that all appropriate staff members have necessary rights to access information
- Troubleshoot and liaise with program providers and/or County’s IT department

**General**:

- Incumbents must keep up-to-date on all relevant legislation, collective bargaining agreements, County Policies and Procedures, etc. ensuring that these are implemented as prescribed
- Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the position's Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

**Direct Supervision**: None

**Indirect Supervision**: None

**Functional Authority**: None

**Qualifications**:
Minimum Formal Education
- A 2 year Community College Diploma in Office Administration, Business or equivalent

Experience
- 1-2 years of experience within an office setting
- Knowledge and experience with accounting practices and procedures
- Proficient in all Microsoft programs including experience with accounting programs
- Must possess diplomacy, tact and communication (verbal and written) skills
- Demonstrated ability to establish priorities and manage time efficiently

A valid Ontario driver’s license and use of a vehicle.

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