Administrative Assistant

Key Duties And Responsibilities

• Performs confidential accounting functions: Responsible for preparing Accounts Payable and Accounts Receivable; Coding invoices, tracking payables, and managing cash flow; Prepares Rent roll and weekly deposits; Processes and distributes resident statements including extra billings, telephone, guest meals and other service charges; Receiving, counting, or paying out cheques and/or cash; Prepares security deposit refunds for reimbursement; Maintains all administration records, costs, supplies, storage, and ensures payments are authorized by GM or department head; Submits accounting details to Junior Accountant at Head office within monthly accounting cycle and as needed.
• Prepares and processes confidential payroll: Using computerized payroll system, Quadrant Workforce, as required; Manages schedule, submission of hours, wages, new employees, terminated employees; Verifying timesheets and/or timeclock data; Submits Employee paperwork to Benefits and Payroll Administrators at Head office within pay period cycle and as needed.
• Recording, sorting, filing, and retrieving confidential information: Making routine entries in files, books, or on forms; Keeping tallies or lists; Sorting, filing, or retrieving information (in an existing filing system); Searching for missing files, forms, orders, etc.
• Prepares confidential written reports.
• Reviews forms, reports, and correspondence for completeness and accuracy.
• Checks the work done by others to ensure procedures and/or instructions have been followed.
• Processes requests and receptionist duties: Receiving and reviewing incoming correspondence, telephone calls, or other requests from residents, their families, professional community, suppliers, etc.; Preparing responses to inquiries; Responding to telephone inquiries; Responding to emergency calls; Greeting visitors.
• Manages staff: Trains, schedules, evaluates, and disciplines reception staff; Responsible for ensuring full coverage at the front desk; Creates schedules.
• Utilizes various computer programs including Microsoft Office, Quadrant, and Workforce.
• Operates and ensures office machines (ex: copiers and fax machines) are working and well maintained.
• Maintains and orders office supplies.

QUALIFICATIONS:

• Must be skilled at problem-solving, including being able to identify issues and resolve them in a timely manner.
• Must possess strong interpersonal skills.
• Must be able to prioritize and plan work activities to use time efficiently.
• Must be organized, accurate, thorough, and able to monitor work for quality
• Must be dependable, able to follow instructions, respond to management direction, and must be able to provide performance through management feedback.
• Must have the ability to establish and maintain good interpersonal relations by displaying tact, courtesy and patience with applicants, clients, and staff.
• Must understand and perform accounting, administrative, payroll, reception duties, and related procedures.

Education/Training

• High school graduation or equivalent.
• Knowledge and proficiency of MS Office (i.e. PowerPoint, Excel, Outlook, and Teams)
• Experience using Quadrant Workforce and Quadrant Financials is an asset.
• Ability to type 50+ words per minute.

Salary
$50,000 - $60,000 Yearly, depending on experience.

Schedule
Monday-Friday: 8:00am-4:00pm (Negotiable)

Experience

• At least five years of clerical and/or office experience.
• At least five years of accounting and payroll experience.
• Minimum of one year in a manager or supervisor role.
• Previous supervisory experience is an asset.

Personal

• Must be able to speak English fluently and communicate effectively both verbally and in the composition of written materials.
• Must pass a Criminal Record Check.

Working Conditions

• This position works in an office environment during regular business hours. The employee must have a reliable means of transportation to the site and is required to work 40hours weekly.

The Administrative (Admin) Assistant will work under the direction of the General Manager. The Administrative Assistant will perform confidential clerical and administrative duties for the General Manager; to assist in the management of the site and to provide support to the residents, their families, and staff.