Junior Administrative Assistant

Pay Range: $25.00hr - $30.00hr

Job Overview:

The successful candidate will perform administrative support duties including managing Action Requests, invoice processing, records management, document formatting, tracking data, and handling communications.

Duties:

• Use ARTS to assign, track, and process Action Requests according to organizational requirements.
• Monitor and maintain grant-related Action Requests in the ARTS system.
• Respond to inquiries by directing questions to the appropriate area based on a thorough understanding of the contacts and resources available.
• Compose written responses according to general instructions.
• Prepare all invoices for review and approval of the Expenditure Officer.
• Process invoices using 1GX.
• Maintain accurate physical and electronic records of all invoices and claims.
• Organize and maintain branch files by creating records using current records management systems.
• Coordinate the master file system to reflect proper record keeping in accordance with client standards and expectations.
• Proofread and format Word documents.
• Track records using Excel.
• Create documents and memos as required.
• Copy, scan, fax, file, and perform records management of physical and digital documents.
• Organize events, coordinate meetings, and book rooms as required.
• Answer phone calls and emails.

Knowledge:

• Knowledge of departmental administrative policies, processes, and standards, including style guides, financial timelines, records management, and hosting policies.
• Knowledge of the business priorities of the branch to apply to decision-making and task prioritization.
• Knowledge of branch programs and services.
• Awareness of legislation governing the Access to Information Act (ATIA) and Personal Information Protection Act (POPA) and how it applies to branch information.
• Awareness of the diverse stakeholder network connected to the branch and current key issues.
• Advanced knowledge of software tools and automated systems, including Microsoft Office (Word and Excel), Adobe, web/internet applications, and records management systems.

Skills and Abilities:

• Skilled in coordinating and prioritizing large volumes of work within short timelines.
• Interpersonal and communication skills, including the ability to communicate with staff members, clients, and stakeholders, and to supervise the administrative team.
• Written communication skills to prepare correspondence and presentations for a range of audiences, with proper follow-up as necessary.
• Organizational skills to prioritize and monitor multiple ongoing tasks.
• Time management skills, including the ability to prioritize multiple functions effectively.
• Accurate keyboarding and document formatting skills.
• Basic research skills to compile information for projects.
• Ability to make decisions independently while considering consequences and organizational impact.
• Ability to work independently within general instructions, take initiative, and follow through with tasks.
• Keen attention to detail.

Education and Experience:

• High school diploma and a minimum of 2+ years of administrative experience.

Requirements:

• High School Diploma/GED.
• 2+ years of experience editing documents in Adobe Acrobat Pro or similar PDF editing software.
• 2+ years of experience in records and document management, with a strong understanding of the records life cycle for physical and electronic formats within information systems.
• 2+ years of experience proofreading and formatting Word documents in a work setting.
• 2+ years of experience using Microsoft Outlook for email messaging, task and calendar tracking, and relevant features.

Preferred Qualifications:

• Relevant post-secondary education in office administration, including degrees, diplomas, or certificates.
• 2+ years of experience with financial transactions, ensuring data accuracy and reliability using Microsoft Excel.
• 2+ years of experience with Records Management and Document Management using SharePoint.
• 2+ years of experience working in an environment where work is delivered through a ticketing or email system.
• 2+ years of relevant experience in a similar administrative role.