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SUMMARY
The Administrative Assistant provides a range of administrative support. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management.
Duties
Provide daily general administrative support
Enter data related to service line transactions and activities into system (e.g. time entry, procurement, contract administration)
Maintain training records
Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, progress payments)
Carry out document and records management (electronic and hard copy filing, archiving)
Process accounts payable and other financial transactions (e.g. vendor payments, change orders, expense claims, journal entries)
Book travel and organize conferences (venue, accommodation)
Perform receptionist duties, as required
Other
Prepare tables and reports in support of business management activities (e.g. aging, profit and loss, monthly recoverable contracts, time entry)
Take and prepare minutes of monthly staff meetings
Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)Prepare purchase orders, as required (e.g. for office supplies, furniture, service contracts)
Other duties as assigned
Knowledge
Administrative best practices
Formal Education and/or Certification(s) and Experience
Minimum: high school diploma with two years relevant experience, or the equivalent
Abilities
Use applicable computer software and operating systems
Demonstrate attention to detail
Development and Leadership
Provide occassional functional guidance to employees
Working Conditions
Typical office environment with occasional travel
Some work may be located on construction sites; incumbent may occasionally be required to wear basic safety equipment
Essential Skills
- Writing
- Oral communication
- Job task planning and organizing
- Computer use
Transportation/Travel Information
- Valid driver's licence
Technical Terminology
- Business
Work Setting
- Public sector
Area Of Specialization
- Correspondence
- Reports
- Forms and records
Work Location Information
- Rural community
Work Conditions and Physical Capabilities
- Combination of sitting, standing, walking
Security and Safety
- Enhanced reliability security clearance
Business Equipment and Computer Applications
- Windows
- Word processing software
- MS PowerPoint
- Excel