Administrative Assistant

JOB OVERVIEW

Lifeways of Canada Limited (Lifeways), a Historical Resources Consulting company established in 1972, is seeking an Administrative Assistant/Bookkeeping Assistant/HR duties to be based out of our corporate office in Calgary. Lifeways consists of a team of long-term, permanent archaeologists and palaeontologists working in roles of project managers and field directors, as well as our crew of field and lab assistants.

We are currently looking for a administrative assistant who is a skilled and energetic individual with excellent communication, interpersonal, and time management skills who will carry out administrative, financial, and logistical functions.

This part-time, permanent position has the opportunity to transition to a full-time, permanent position based on performance and skill set. Currently the position averages about 60-70 hours per month, with these hours concentrated at the end of the month, and beginning of following month for Payroll and client invoicing, with an average of an additional workday/per week the remainder of the month.

Duties & Responsibilities:

• Assist with monthly payroll, organization of monthly expenses, accounts payables and accounts receivable tasks.

• Monthly government liabilities payments, quarterly GST returns, and yearly T4 filing

• Monthly client invoicing and backups, statements, tracking receivables, bank deposits

• Maintain Financial Records: Assist in keeping accurate financial records and updating these regularly.

• Data Entry: Enter transactions into accounting systems and ensure data accuracy.

• Reconcile Accounts: Support in reconciling accounts and tracking expenses.

• Human Resources tasks including updating employee information with benefits supplier, and drafting employee contracts and employment agreements

• Sending monthly payroll reminders, and tracking employee hours as needed

• Ordering and maintaining office supplies

• Assisting with data compilation, report preparation, and background research and reports as needed

• Assist with corporate and project logistics, including purchasing, scheduling, making necessary travel arrangements or reservations, vehicle bookings and tracking.

• Contribute to the ongoing success of Lifeways by completing other duties as required

Skills & Abilities:

• Strong communication skills, including both verbal and written, and strong problem-solving

• Good interpersonal skills, with a team-oriented positive attitude

• Attention to detail and able to learn quickly

• Understanding of bookkeeping and management of financial records

• Self-guided and motivated, with strong time management skills and the ability to work both independently and as a member of a team

• Ability to multi-task with a strong attention to detail and finished product

• Knowledge of corporate financial processing including accounts payable, cheque requisitions, and invoicing

• Ability to maintain professionalism and confidentiality in all circumstances

• Familiarity with computer software programs including QuickBooks, Excel, Word, Adobe

• Familiarity with social media platforms including Facebook, Instagram, and LinkedIn

• Previous experience or interest in archaeology, cultural resource management, Indigenous cultural heritage, or natural resource management would be considered an asset

Qualifications (one or more of the following):

• BA or BBA in Accounting, Administration, Business, Human Resources, or a related field

• 1-2 Year College Diploma or Certificate in Accounting, Administration, Business, Human Resources or a related field

• High School Diploma with equivalent experience will be considered

Working Conditions:

• The position is currently 60-70 hours/month in an office environment

• Job duties may require travel around town and to worksites to complete assigned tasks.

• Non-standard hours of work, including close to full-time hours in the last few days of the month and the first few days of the following month with occasional and flexible hours for the remainder of the month

• Eligible for benefits package following 3 months probationary period

Job Types: Part-time, Permanent

Pay: $28.00-$32.00 per hour

Expected hours: 6 – 15 per week

Benefits:

• Casual dress
• Company events
• Dental care
• Extended health care
• Life insurance

Work Location: In person