Administrative Coordinator

19 hours ago

Regina, Canada Creative Saskatchewan Full time

JOB SUMMARY:
Reporting to the CFO, the Administrative Coordinator assists Creative Saskatchewan (the “Agency”) staff with onboarding, offboarding, documentation, other Human Resources activities, records management and other administrative support.

RESPONSIBILITIES:
As a member of the Creative Saskatchewan staff, the Administrative Coordinator works within the policies established by the Board of Directors to ensure effective, accurate and efficient administration of the Agency’s numerous activities. Duties include, but are not limited to, the following:
Onboard and provide training to new staff
- Train on policies
- Provide tours and orientation
- Set up IT and order equipment
- Work with the CFO to maintain list of equipment and asset register
- Create, maintain, and close employee files within ARMS and ORS
- Reminders to managers for staff performance reviews

Offboard staff
- Termination paperwork
- Follow checklist for removal from internal systems, website, delete passwords

Timesheets
- Create and maintain excel timesheets for all staff
- Use Adobe sign to ensure timesheets are properly approved

Benefits Administration
- Be knowledgeable of staff benefits and offer support to staff with questions
- Assist management in managing WCB claims and sick leave claims
- Prepare and deliver presentations for all staff on the benefits offered

Hiring
- Organize/screen resumes
- Arrange interviews
- Interview potential staff
- Perform reference checks

Payroll
- Prepare payroll paperwork for new hires, regular increases and terminations
- Enter payroll information into spreadsheet and accounting software
- Pension remittances

Filing/Administration
- Create and maintain filing systems according to ARMs and ORS retention schedules for all physical and electronic files for the agency
- Work with the Saskatchewan Archives and attend RIM stakeholder meetings to stay abreast of government records management activities
- Work with IT provider to ensure appropriate security levels of each electronic document and source file
- Prepare “how to” documents for staff on various topics including ARMS and ORS
- Travel reports
- Prepare time off use reports for CFO and CEO
- Assist with locating items for the annual audit for testing
- Follow checklists
- Back up to the Executive Liaison/board secretary
- Back up to the Finance Coordinator

Finance
- Data entry in accounting software
- Assist with accounts receivable and accounts payable as needed

EXPERIENCE & SKILLS:
Personal Skills
- Tact and diplomacy
- Clear communicator
- Good at building and maintaining relationships
- Accountability and dependability
- Ability to learn from mistakes
- Meticulous

Professional Skills
- Detail oriented, organized
- Microsoft Excel, Outlook, Word, other electronic programs such as agenda software
- Professional writing skills
- Customer service oriented
- Anticipates the needs of the team
- Ability to maintain confidentiality
- Ability to meet quick deadlines

COMPENSATION PACKAGE:
Total compensation including competitive salary, benefits package, pension plan, and flexible schedule.

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