Administrative and Payroll Assistant

**Larga Baffin has an exciting opportunity as a: Administrative and Payroll Assistant**

**_
Larga Baffin is classified as an Essential Service and is taking all mandatory and recommended precautionary measures as per Public Health authorities to ensure the health and safety of all staff and residents._**

**_ A special thank you to all front-line workers for your commitment and dedication to serving those in need._**

**Position Overview**

Larga Baffin strives to provide Nunavummiut with quality care during their medical appointments in Ottawa. We are dedicated to creating a safe and respectful environment with friendly and caring staff. We offer a nice warm bed, healthy meals, and local ground transportation to medical appointments. Our facility is strategically located in Ottawa so that our clients can access the hospitals and airport in a timely manner.

The Administrative and Payroll Assistant under the direction of the President and the General Manager will primarily be responsible to prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports. The Administrative and Payroll Assistant is responsible for a wide variety of administrative tasks in support of the Executive and Management Teams.

Duties include but are not limited to, scanning and filing documents, maintaining files, maintaining office supplies for all departments, arranging travel and meeting logistics, payroll administration, etc. The Administrative Assistant is also required to maintain confidentiality and professionally interact with employees, management, and our clients.

The Administrative and Payroll Assistant is responsible for providing the full range of specialized payroll services to Larga Baffin employees. It requires in-depth knowledge of CPC’s payroll procedures, policies, and systems as well as respective provincial and federal legislative policies, programs, and procedures.
This role will also act as the first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions. The Administrative and Payroll Assistant must possess the ability to adapt to new technology and the ability to deal with people sensitively, tactfully, diplomatically, and professionally at all times.

**Key Responsibilities**

**Administrative**:

- Prepare, review, and/or edit various forms of correspondence such as letters, invoices, presentations, publications, and reports
- Act as a first point of contact and provide general information to staff, clients, and the public relating to their questions, concerns, or suggestions
- Answer telephone and electronic inquiries and relay telephone calls and messages
- Assist in the compilation of materials, documents and reports to prepare packages for Board and other meetings as requested
- Coordinate the logístical aspects of departmental programs such as meetings, seminars, workshops, special projects, and events
- Maintain and monitor office supply inventory levels; place orders as required; and arrange for servicing of office equipment; updates supplier/vendor contact lists
- Organize, maintain, and coordinate office records and files; Accurately and appropriately file correspondence, invoices, and receipts
- Photocopy and organize documents for distribution, mailing, binding, and filing
- Schedule and confirm appointments, meetings, and conferences for management team and/or clients/customers
- Assist with jobsite administration duties, such as timesheet completion, and any daily logs that need to be maintained
- Provide direct administrative support to members of the Executive Team, as directed.
- Ensure spaces designated for administrative storage, office supplies and donations made to Larga Baffin are well organized.
- Assist with the preparation and ordering of building signage when required.
- Compiling, organizing and coordinating materials that require translation
- Provide support to other members of the management team as required with special projects, research, and/or department specific activities
- Create and distribute with assistance from the departmental managers a Monthly Newsletter

Present a positive and professional image of the organization when interacting with employees, clients/customers, visitors, and other external stakeholders

Maintain a high level of confidentiality in all interactions
- Provide support to Larga Baffin’s Joint Health and Safety Committee (JHSC):

- Follow-up with the JHSC on action items
- Maintain inventory of all safety supplies and equipment etc.

**Finance and Payroll**
- Payroll processing - Compile, prepare, process and complete payroll package for final approval. - Prepare staff exception sheets and Labour Ready forms for new pay periods. - Coordinate with HR and/or the General Manager to verify payroll entries and activities. Assist with the preparation of expenses.
- Provide support for Accounts Receivab