Trenton is located an hour and a half east of Toronto on the Bay of Quinte, the starting point for the Trent-Severn Waterway. With a population of 22,000, and a 90-year association with the Royal Canadian Air Force, Trenton is surrounded by conservation areas, campsites, marinas and golf courses, and is 30 minutes from the wineries of scenic Prince Edward County.
The Administrative Assistant coordinates and carries out administrative activities for employees at all levels of the business unit. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management. 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
- Accounting principles
- Intermediate MS Office expertise
- 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 with occasional travel