Administrative Assistant

Work Term: Permanent
- Work Language: English
- Hours: 40 hours per week
- Education: College, CEGEP or other non-university certificate or diploma from a program of 1 year to 2 years
- Experience: 2 years to less than 3 years
- or equivalent experience
- ** Work setting**:

- Transportation, communication and utilities
- ** Budgetary responsibility**:

- $500,001 - $1,500,000
- ** Tasks**:

- Assist with staff consultation and grievance procedures
- Coordinate the flow of information within the team
- Direct and control daily operations
- Direct staff
- Evaluate daily operations
- Motivate staff
- Open and distribute mail and other materials
- Plan and control budget and expenditures
- Plan and organize daily operations
- Supervise other workers
- Train staff
- Determine and establish office procedures and routines
- Oversee the classification and rating of occupations
- Plan, develop and implement recruitment strategies
- Schedule and confirm appointments
- Manage training and development strategies
- Answer telephone and relay telephone calls and messages
- Oversee the analysis of employee data and information
- Answer electronic enquiries
- Oversee development of communication strategies
- Compile data, statistics and other information
- Advise senior management
- Respond to employee questions and complaints
- Order office supplies and maintain inventory
- Liaise with management, union officials and HR consultants
- Negotiate collective agreements on behalf of employers or workers
- Organize staff consultation and grievance procedures
- Oversee payroll administration
- Arrange travel, related itineraries and make reservations
- Greet people and direct them to contacts or service areas
- Set up and maintain manual and computerized information filing systems
- Type and proofread correspondence, forms and other documents
- Perform data entry
- Provide customer service
- Work with the marketing department to understand and communicate marketing messages to the field
- Recruit and hire staff
- Maintain and manage digital database
- Perform basic bookkeeping tasks
- Conduct performance reviews
- Evaluate work environments, programs and procedures to control, eliminate, and prevent disease or injury
- Supervise office and volunteer staff
- ** Supervision**:

- 16-20 people
- ** Computer and technology knowledge**:

- Automatic data processing (ADP)
- Electronic medical records
- Google Docs
- Microsoft Visio
- Sage Accounting Software
- Workday
- MS Excel
- MS Outlook
- MS PowerPoint
- MS Windows
- MS Word
- Electronic scheduler
- Database software
- Information technology
- MS Project
- Project management software
- Social Media
- Accounting software
- Human resources software
- ACCPAC
- Quick Books
- Google Drive
- WordPerfect
- Electronic mail
- ** Technical terminology**:

- Business
- ** Area of work experience**:

- Purchasing, procurement and contracts
- Human resources
- Tourism
- ** Specialization or experience**:

- Employee engagement
- ** Area of specialization**:

- Correspondence
- Reports and records
- Contracts
- Financial statements
- Invoices
- Charts, tables, graphs and diagrams
- Project management
- Business process management
- Corporate social responsibility
- Facility management
- Accounting
- Payroll services
- ** Transportation/travel information**:

- Valid driver's licence
- ** Work conditions and physical capabilities**:

- Ability to work independently
- Fast-paced environment
- Work under pressure
- Tight deadlines
- Attention to detail
- Repetitive tasks
- Large caseload
- Large workload
- Work with mínimal supervision
- ** Personal suitability**:

- Ability to multitask
- Excellent oral communication
- Excellent written communication
- Flexibility
- Judgement
- Organized
- Team player
- Accurate
- Client focus
- Reliability
- Adaptability
- Accountability
- Dependability
- Due diligence
- Quick learner
- ** Screening questions**:

- Are you currently legally able to work in Canada?
- Do you have previous experience in this field of employment?
- ** Financial benefits**:

- Bonus
- ** Other benefits**:

- Free parking available
- ** Support for persons with disabilities**:

- Provides awareness training to employees to create a welcoming work environment for persons with disabilities
- ** Support for newcomers and refugees**:

- Supports newcomers and/or refugees with foreign credential recognition
- ** Support for youths**:

- Provides awareness training to employees to create a welcoming work environment for youth
- ** Support for Veterans**:

- Provides awareness training to employees to create a welcoming work environment for Veterans
- **Support for Indigenous people**:

- Develops and maintains relationships with indigenous communities, indigenous-owned businesses and organizations
- **Support for mature workers**:

- Provides staff with awareness training to create a welcoming work environment for mature workers
- **Supports for visible minorities**:

- Applies hiring pol