Reception and Accounting/human Resources Assistant

This hybrid position includes Office Administration/Reception duties and interoffice mail with the Elves School Program to be primarily performed from 7:30 a.m. to 10:00 a.m. There will be a need to answer phones and inquires throughout the day. Accounting and Human Resources duties are to be performed between 10:00 am to 2:30 p.m.

**Office Administration Reporting Relationship and Overview**

Report to the School Principal and Executive Director and responsibilities include:
Ø Supporting a welcoming environment and assisting visitors at front desk of head office,

Ø Answering phone calls including redirection of calls to interdisciplinary team members or responding to inquiries of a routine nature,

Ø Supporting process for identifying absent requests and callouts, ordering of office and school supplies and stocking of received materials,

Ø Monitor and manage building access,

Ø Generate maintenance request as needed via WORTS or independent contractors,

Ø Scanning and filing of various company documents as required,

Ø Managing mail including receiving, sorting, and tracking refer regular and electronic mail;
Ø Ensure reception space and surrounding area is clean

Ø Travel between Elves facility or to designate locations. There will be a need to support daily interoffice mail deliveries. Mileage is paid.

Ø Organization and tracking of student related consents,

Ø Support facility related maintenance or equipment requests,

Ø Under direction of the Principal make arrangements for meeting rooms, lunches and refreshments, room set up and clean up, and

Ø Support emergency responses as Elves protocol.

**Accounting and Human Resources Reporting Relationships and Overview**

Report to School Principal, Executive Director and Finance Director (Program Managers). Responsibilities include:
Accounting
- Processing vendor invoices or staff receipts.
- Issuing, monitoring, and maintaining PCS issued PO’s to vendors and subcontractors.
- Assist with preparing the weekly cheque run.
- Assisting in closeout and project costing procedures.
- Under direction of designate support Accounts Payable and Receivable functions

Human Resources

Ø Support scheduling and onboard of new hires.

Ø Setting up new hires in payroll system

Ø Processing terminations, issuing Records of Employment and calculating final payments/severance

Ø Maintaining employee files and changes of personal details

Ø Generating payroll related reports

Ø Collecting and organizing timesheet

Ø Administering timesheet completion and accuracy,

Ø Retrieving and scanning old timesheets from storage as required

Ø Answering calls from staff and managers

Ø Redirect or responding to payroll enquiries from staff and management.

Ø Preparation and receipt of onboard materials and orientation support

Ø Accounts Payable/Accounts Receivable (AP/AR)

Ø Support AP/AR duties as directed by the Intermediate Accountant or Finance Director.

Ø Retrieving and scanning old timesheets from storage as required

Ø Answering calls from staff and managers

Ø Scanning records as directed by Program Managers

Ø Call outs and organization of timesheets
- Checking timesheets against attendance reports and scanning discrepancies to manager for approval
- Sending organized timesheets to managers to be reviewed
- Scanning timesheets once processed through payroll

Ø Assistance to processing Records Of Employment as needed

**Expectations/Competencies**

Ø Ability to work in a dynamic multidisciplinary school environment;
Ø Understanding of external and internal community need and expectations; focus on providing optimal service; solicit feedback and responds in accordance with Elves image and professionalism;
Ø Timeliness and accuracy of organization, filing and confidentiality of information;
Ø A welcoming environment and caring attitude to assistance at front desk to children, visitors and personnel;
Ø Ability to work in a dynamic school environment;
Ø Independence and ownership over quality and timeliness of work;
Ø Adherence to Elves policies and procedures, modeling communications and actions that adhere with a business environment;
Ø Planning or consideration to cost effective and efficient methods to maintain or improve operations and interactions with stakeholders;
Ø Collaborative engagement and sharing information with consideration to confidentiality protocols;
Ø Supporting and adhering to recommendations to ensure safety or improvement in operations;
Ø Timely and constructive conflict and issue resolution skills; follow-up on unresolved issues and effective response to advice and constructive feedback

**Measures of Performance**

Ø Timeliness and accuracy of information organization and filing.

Ø Timeliness and accuracy of routine work and special projects.

Ø Maintenance of confidential information.

Ø Quality of professional and responsive interactions visitors and personnel.

**Qualifications**

Ability to maintain