Administrative Assistant

4 months ago

Parksville, Canada Inclusion Parksville Society Full time

**Job Summary**

The Administrative Assistant supports the management team in ensuring the day-to-day operations of the organization. This role requires a high level of professionalism, a dedication to protecting confidentiality, and the ability to work in a fast-paced environment.

**Primary Duties and Responsibilities**:

- Maintains and monitors website including posting updates; liaises with website provider for permanent updates to website such as fillable forms or general website design changes with approval from management.
- Provides general technical support to staff; assists with contracted IT support; responsible for internal systems maintenance, including the agency’s computers and their related peripherals, makes recommendations for system improvements and/or upgrades as appropriate; troubleshoots system issues with approval from management team.
- Supports payroll processing, posting approved timesheets to payroll software program (IBEX).
- Performs duties related to accounts payable and accounts receivable.
- Supports vendors and/or contractor quotes and liaises with vendors and/or contractors for work to be completed.
- Orders and receives office and janitorial supplies in accordance with budget; administer online orders with vendors through online portal; reconcile statements and forward to CEO for payment.
- Monitors and administers vendors for office equipment, building repairs and maintenance required in consultation with management team.
- Creates and updates manuals, policies, procedures, checklists, templates, letters, etc.
- Prepares and distributes agendas; records minutes of meetings as required; and posts to One Drive.
- Supports the management team with fund development strategies, creating plans, sourcing funding, grant writing; provides marketing materials and digital marketing; supports and prepares event planning including sourcing and purchasing supplies, contact vendors, prizes, etc.; set up and take down events; and attends event committee meetings to take minutes as required.
- Completes management and Board of Directors with forms and society related forms; submits payment and appropriate filings; maintains spreadsheets; maintains files and binders as per Society’s Act and/or BC Registries.
- Prepares AGM packages, sign-in list and supporting documents.
- Updates and maintains organizational charts.
- Acts as Recording Secretary to the OHS Joint Health and Safety Committee as required.
- Assists with the coordination of training and corporate events including communication of programs/events, facility/room booking and set-up, and coordination with vendors.
- Performs other duties as assigned.

**Required Qualifications**:

- Diploma or Certificate in Office or Business Administration.
- Two (2) years’ demonstrated administrative experience with a high standard of professionalism.
- Experience with people with disabilities, and demonstrated suitability to promote dignity, independence, and community inclusion of the people served by the society.
- At the discretion of the Employer, an equivalent combination of education and or a minimum of 5 years demonstrated experience.

**Knowledge**
- Extensive knowledge of Microsoft Office programs (i.e. Word, Excel, Publisher, Outlook).
- Extensive knowledge of office systems and procedures.
- Extensive knowledge of social media platforms, such as Facebook, Instagram, Twitter, etc.
- Working knowledge of accounting software is essential (QuickBooks).
- Working knowledge of bookkeeping duties, such as payables, bank reconciliation and payroll systems.
- Knowledge of working with Board of Governance is an asset.

**Ability to**:

- Receive and follow work direction with limited supervision to complete assigned tasks with a high degree of accuracy, efficiency and confidentiality while dealing with multiple issues.
- Advanced ability to use MS Office Suite, Word, Excel, Access, Power Point and Outlook.
- Excellent written and oral communication skills.
- An accurate typing speed of 45+wpm
- Prepare, maintain, process, and control a variety of paper and electronic records and files.
- Communicate effectively, both verbally and in writing, with all levels of staff, unions, consultants, and benefit plan carriers.
- Maintain accurate records; record and prepare routine correspondence.
- Establish and maintain effective working relationships.
- Deal effectively and diplomatically with the public, co-workers, and outside agencies.
- **The above statement is a general description of the principal functions of this job and is not a detailed description of all job duties.**_

**Conditions of Employment**

1. Criminal Record Search to work with vulnerable persons upon job offer and every five (5) years.

2. Physician’s Note or Completed Medical Form.

3. Negative TB Test.

4. Valid Class 5 BC Driver’s License (Class 4 license an asset).

**Job Types**: Full-time, Permanent

Pay: $22.00-$25.00 per hour

Expected hours: 37.5 per week

**B

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