Administrative Assistant

Administrative Assistant

Requirements

• Sound working knowledge of the overall business of the company and the impact of the program specialty on supporting those business objectives
• In depth working knowledge of company software applications and related office systems (e.g.: Microsoft Office, SQL, Concur, MAS500, CMD, Quickbase, E-Requester, etc.)
• Thorough understanding of collective agreement terms and conditions
• Knowledge of accounts receivable and billing processes
• Highly developed interpersonal and communication skills
• Well-developed problem solving skills to solve a range of common and unusual work problems which may require the development of innovative and creative solutions
• Ability to organize, prioritize and coordinate multiple assignments/tasks within a team in a timely and effective manner
• Proficiency in accounts receivable and billing operations
• This position requires a secondary school diploma with a minimum of three (3) years of related administrative experience.

Responsibilities

• Overseeing the scheduling of meetings, receiving and processing of mail and faxes to ensure items go to the correct party
• Preparing, proofreading and editing correspondence (forms, letters, spreadsheets, presentations, etc.)
• Providing information and interpretation of administrative processes and procedures such as travel and expenses, pay and benefits, training, etc. to support staff
• Coordinating purchase of office supplies, courier services, office equipment repair and maintenance, telephone issues and facility related needs
• Coordinating all facility management issues (building access, electrical and mechanical, office renovations, furniture moves, etc.)
• Assist with implementing effective office practices and processes and ensuring ongoing effectiveness of same
• Scheduling, tracking and uploading training documentation
• Ensuring accurate data input into various program specific databases (e.g.: onboarding, training, etc.)
• Responding to customer and employee enquiries related to claims, invoices, purchase orders and office maintenance and processes
• Analyzing DTR information for accuracy prior to generating invoices
• Receiving and ensuring legal review of purchase orders and/or work order acknowledgements, and ensuring sign off by client
• Assisting Finance Administrators with AR Collection issues and/or processing of requisitions and AP invoices
• Entering and reviewing weekly time reports and expenses into system
• Assisting Finance Administrators with Accounts Receivable and/or Billing.

Preferred Qualifications

• Familiarity with submission systems such as Open Invoice, Ariba, and Actian preferred
• Related post-secondary training would be considered as asset.