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Administrative Assistant

3 weeks ago

Bedford, Canada Interuniversity Services Inc. Full time

**Position**: Administrative Assistant

Perform a wide range of administrative and office support activities for ISI and affiliated organizations: Novanet, CAAL
- CBPA, CATNS.

**Reporting to**: Office Manager

**Functional Responsibilities**

**Accounts Receivable/Accounts Payable Clerk **including, but not limited to:

- Accounts receivable functions - issue invoices, record payments, process deposits, process month-end reports, follow up on overdue accounts
- Accounts payable - code invoices prior to authorization, enter invoices for payment following authorization, issue cheques according to cheque-run schedule, and process month-end reports.
- Enter digital license invoices into the spreadsheet for CAAL digital license reconciliation

**Information System Administrator**
- Administrator for various software tools as assigned by the Office Manager, including but not limited to Microsoft, Bonfire, cyber security awareness, etc.
- Microsoft 365 Administrator
- Issue new employees access accounts to MS 365 and SharePoint.
- SharePoint Administrator
- Work closely with all staff to ensure we continue to evolve our use of SharePoint and all it has to offer.
- Website Administrator
- Content developer and administrator for the ISI Website. o work closely with staff and website developer to ensure website meets the needs of ISI.
- Administrator for various other software tools as assigned by the Office Manager, including but not limited to Bonfire, cyber security awareness, Adobe, etc.
- Content developer and administrator for ISI social media presence, including but not limited to Linked-In.
- Content developer and administrator of various member communications, including member updates, newsletters, corporate announcements, etc.
- Administration of various external IT providers as assigned by the Office

Manager

**Office Assistant**
- Assist Office Manager, as requested
- Provide administrative assistance to CEO as requested
- Management of incoming and outgoing correspondence
- Provide administrative support for meetings on and offsite
- Compiling and maintaining statistical information, maintaining and distributing fuel oil prices on a weekly basis, updating Power BI database
- Assist staff of affiliated organizations: Novanet, CAAL-CBPA, and CATNS. This includes, but not limited to, scheduling meetings, catering, processing purchase orders, and normal clerical duties.

**General Office Duties **including, but not limited to:

- Reception duties including answer, screen and transfer telephone calls, and receive and direct visitors
- Maintain standards for external communication, appropriate customer service
- Facilitate workshop arrangements - booking facilities, issue notices, registration forms, accepting registration forms, etc.
- Maintain stationery and office supplies
- Create and maintain appropriate filing systems and promptly locate and retrieve material upon request
- Process incoming and outgoing mail
- Maintain multi-function device (copier, scanner, fax)
- Maintain master committee lists
- Special projects as assigned

**Functional Contacts**
- Offices of Presidents & Vice-Presidents of member institutions
- Managers of various departments of member institutions
- Government Officials
- Suppliers
- General Public - answer inquiries

**Skills & Qualifications**
- Diploma/certificate in business/office administration
- Ability to develop moderate to advanced skills with a variety of computer software including Sage 300 ERP, Microsoft Office products, and web software
- Administrative writing skills
- Reporting skills
- Excellent communication skills
- Works well in a team environment

**Salary**: $41,468.00-$50,170.00 per year

**Benefits**:

- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Flexible schedule
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Tuition reimbursement
- Vision care

Schedule:

- Monday to Friday

Work Location: In person