Job Title : Administrative Assistant, Accounting & Human Resources Divisions

Reports to : Director, Strategic Operations & Manager, Accounting. As well as, Director, Human Resources

HWM Classification : Eligible for In-Office, Office-First or Office Occasional (minimum 3 days onsite)

Summary

Under the guidance of the Director, Strategic Operations and Director, Human Resources, provides administrative support to both Accounting and Human Resources divisions. Maintains confidential and sensitive information. Plays an integral role in keeping workflows between various divisions running efficiently and effectively.

Essential Duties and Responsibilities

- Daily _
- Maintains AP log
- Inputs returned approved invoices into AP log
- Inputs approved expenses/vouchers into Incoming Expense Claim & Voucher spreadsheet
- Records stats on approved internal invoices/expenses/vouchers
- Weekly _
- Provides outstanding invoice statistics to Manager, Accounting
- Prepares approved cheques for mailing/distribution and coordinate Canada Post pick-up with reception
- Scans cheque run and vendor pre-payment journal to L drive after cheque run is signed
- Files cheque run and signed payment journals (after scanning is reviewed) in vault
- Monthly _
- Reviews AP log and distributes outstanding invoice summary to divisions
- Annually _
- Prepares & prints payables file labels
- Assists in vault cleanup
- Assists in audit preparations
- As required _
- Administratively supports Director,



Strategic Operations and Director, Human Resources (complete paperwork for expenses, credit card purchases and travel requests, as required)
- Reviews and completes travel bookings
- Inputs travel information into Travel Request Database/Internal Travel Log
- Distributes booking confirmations/travel updates to staff members
- Combines travel request form and booking confirmations into a PDF to relay to accounting
- Prepares NHQ purchase orders
- Helps with occasional facilities tasks (may include onsite project coordination)
- Performs other related duties and back up functions
- Requirements _
- Minimum education - 2 years of post-secondary education in a related field such as Administration
- At least 1-year experience in an administrative position
- Strong MS Office suite and Adobe skills (familiar with Teams, Outlook, Excel and Adobe, with a desire to optimize the use of these tools)
- Excellent written and verbal communication skills
- Strong data entry skills
- Must be a highly organized and able to multi-task
- Must achieve a high degree of accuracy
- Problem solving mindset

Benefits :

- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- In office parking
- Paid time off
- Vision care

Experience :

- Administrative: 1 year (required)

Work Location: Hybrid remote in Ottawa, ON K1V 8N4

📌 Administrative Assistant, Accounting & Human Resources Divisions (Ottawa)
🏢 The War Ampsles Amputés De Guerre
📍 Ottawa