Administrative Specialist

2 weeks ago

Regina, Canada Saskatchewan Trucking Association Full time

Job Description

We are seeking an Administrative Specialist to joinour dynamic team and provide comprehensive administrative support acrossmultiple departments including administration, education & training, andmembership engagement. The ideal candidate will excel in organization,communication, and financial management, while also demonstrating the abilityto handle diverse responsibilities with efficiency and professionalism. If youare a proactive self-starter with strong attention to detail and a commitmentto excellence, we want to hear from you.

Responsibilities:

AdministrativeDepartment:

Take minutes at committee and Board meetings, prepare minutes, and distribute them promptly. Schedule meetings and organize facilities when necessary. Assemble Board Reports and compile PDF packages with appropriate content and links. Order and stock office supplies, ensuring all office systems are functional and supplies are available. Run office errands and schedule/monitor office cleaners. Handle invoicing for tenants and provide necessary support as per contracts. Perform daily deposits and reconcile Moneris and Stripe payments. Manage accounts receivable. Handle group insurance, company pension contributions, payroll, ROE, vacation & sick time tracking, bill payment, invoicing, and database management. Maintain and ensure the functionality of the postage meter and photocopier. Manage book sales, including ordering books, tracking inventory, and pricing. Handle file management, documentation, and mail.

Education & TrainingDepartment:

Organize training sessions, workshops, and seminars by coordinating with trainers, participants, and venues. Handle communication-related to training programs. Maintain training records and databases. Arrange travel and accommodation for trainers. Assist in the preparation of training materials. Provide technical support during training sessions. Assist in collecting and analyzing feedback from participants. Perform general administrative tasks to support the training department. Ensure compliance with relevant regulations and company policies. Assist with special projects or initiatives related to training and development.

Membership, IndustryEngagement & Event Responsibilities:

Follow up on membership dues and update member information as needed. Ship member items and maintain membership data. Manage product sales and shipping. Onboarding members and data entry Support events through venue rentals, catering, and promotion. Attend events as needed.

Qualifications

Strong organizational skills. Clear and straightforward communication abilities. Proficiency in financial record-keeping. Accurate scheduling, coordinating, and planning skills. Ability to evaluate project or business progress. Proactive self-starter with a forward-thinking mentality.

Knowledge:

Bookkeeping including budgeting, invoicing, and payroll. Proficiency in QuickBooks Accounting Software. Experience with Microsoft Dynamics. Familiarity with Microsoft Suite of Products including SharePoint, Word, Outlook, Excel, and Teams. Use of office equipment such as mail machine, photocopier, label, specialized printers 

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