The Administrative Assistant coordinates and carries out administrative activities for employees at all levels of the business unit. The incumbent provides high-quality, timely, productive and effective services, including entering and reporting data, and carrying outdocument 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 recent 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 current 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
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📌 Administrative Assistant Quinte West
🏢 RPMGlobal
📍 Quinte West