Administrative Assistant; Project Management

Position: Administrative Assistant (Project Management)
Location: Frontenac County, Addington County, Loyalist Shores and Southwest Leeds (Inverary)

The Administrative Assistant coordinates and carries out administrative activities for the Project and Program Management service line for employees at all levels of the business unit. Leveraging their knowledge of the construction industry, the incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management for defence projects and programs across the southern Ontario region.

The incumbent also coordinates the preparation of human resources documentation.

Key and periodic activities
The duties and responsibilities listed below are representative but not all-inclusive:

Primary

Provide daily administrative and operational support to employees at all levels of the business unit

Coordinate and provide administrative support and guidance to new administrative assistants to ensure consistency of business unit or service line requirements

Carry out quality control of data entry (e.g. monthly expenses, timesheet reporting, accounts payable, service billing)

Enter data related to service line transactions and activities in enterprise resource planning system (e.g. budget tracking, time entry, procurement, contract administration)

Track budgets for service level agreements and training and development

Process account payables and vendor payments, ensure proper financial coding, obtain delegated signatures and enter data in enterprise resource planning system

Prepare year-end financials, set up files and databases for new fiscal year, archive files

Other

Take and prepare minutes of monthly meetings

Prepare purchase orders (e.g. for office supplies, furniture, service contracts)

Perform receptionist duties and act as backup for other administrative employees, as required

Other duties as assigned

Skills
General and specific knowledge

Administrative best practices

Project accounting principles

Intermediate MS Office expertise, with demonstrated advanced skills in MICROSOFT EXCEL (Pivot Tables, V Look-ups, etc.)

Records management

Formal education and/or certification(s) and experience

Minimum: college diploma in business or office administration or related field with three years’ relevant experience, or the equivalent

Preferred: minimum requirements and general accounting courses and/or basic accounting experience

Abilities

Use applicable computer software and operating systems

Manage multiple deadlines and priorities

Demonstrate attention to detail

Development and leadership

Provide functional advice and guidance to employees

Occasionally coordinate work of other administrative staff in business unit

Working conditions

Typical office environment (in office 3-4 days a week) with occasional travel

Check out your benefits
Working with us offers excellent opportunities for growth and advancement—and entitles you to one of the job market’s best benefits packages valued at between 25 and 30% of your salary.

Your package includes:

Health and wellness

$400 wellness allowance to help cover expenses such as a gym membership

$2,500 for mental health services on top of regular $2,500 paramedical coverage

Telus Virtual Health Care

Home and family

Life, accidental-death, and short-term disability insurance

Enhanced in Confidence employee and family assistance program

Flexible workplace options, including $400 allowance every two years, to support working from home

Leave and retirement

Public-service pension

Comprehensive vacation and other paid-leave plans, along with enhanced travel benefits coverage

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