Administrative Assistant Full-time Job

CLOSING DATE:  April 28, 2024

 

AREA OF RESPONSIBILITY:

 

This position is responsible for administrative, customer service systems support, payroll timekeeping activities and communication support for the Transit Department, to ensure functional efficiency and operational needs are achieved. Typically works under general direction.

 

KEY RESPONSIBILITIES

1. OPERATIONAL ACCOUNTABILITY - PAYROLL TIMEKEEPING

• Support all Transit payroll timekeeping functions including ensuring that the payroll is completed accurately and submitted on time.
• Complete and authenticate data entry and timekeeping adjustments for Transit Non-Union, Maintenance and Operations staff and works closely with Payroll Services to ensure deliverables meet payroll deadlines.
• Assist in generating various payroll reports, ensuring conformance to the Collective Agreements and reconciliation requirements.
• Pro-actively identifies issues that have potential impact on Transit payroll and resolves or escalates, as appropriate.
• Ensure daily functions are performed according to City Policies and Collective Agreements.

 

1. CUSTOMER SERVICE AND COMMUNICATION SUPPORT

• Provide front-line assistance by serving walk-in customers and answering the office telephone line.
• Answer queries and prioritize requests from external customers and internal Transit customers.
• Administer the lost & found program; log and respond to customer enquiries in a timely manner, organize and maintain lost & found room, disperse items appropriately.
• Handle fare media sales involving cash and credit transactions, including Presto and ticket sales.
• Administer the senior transit pass program; verify documentation; issue pass; maintain records.
• Respond to internal Transit staff requests regarding procedural clarity, interpretation of Payroll practices and other general provisions of the Collective Agreements.
• Receive and direct incoming inquiries and escalates staff or office related concern to appropriate resource.
• Maintain database of internal and external customer enquiries, prioritize all requests and respond within acceptable timelines.
• Prepare and process standard correspondence, forms, statistical reporting, etc and track and run reports as required within established timelines.
• Organize meeting requests, attendance, or other related requests; book and arrange conference rooms, resources, travel arrangements, conference registration, accommodation, and refreshments as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.
• Take meeting minutes, prepare and distribute agenda and minutes of meetings by established timelines and ensure that all necessary files and information are available in support of a smooth and efficient meeting.

 

1. RECORDS MANAGEMENT

• Use automated logging and tracking databases to capture relevant information and ensure information that is captured meets all regulatory and City requirements.
• Maintain both hard copy and electronic files when necessary. Generates reports as required. Reconciles records and ensures payroll requirements are provided.
• Ensure the confidentiality and security of employee and department files.
• Assist with ensuring all audit requirements are met.

 

1. ADMINISTRATIVE AND FINANCIAL SUPPORT

• Provide backup administrative support that includes timekeeping, front office administrative assistance and front counter duties.
• Maintain up-to-date employee and payroll files, documentation and correspondence.
• Ensure necessary sign-offs and approvals meet audit requirements and confidentiality.
• Using knowledge and insights gained in working with internal staff and through access to information, identifies concerns and suggests ways to improve process or to resolve issues.
• Prepare purchase requisitions, process invoice payments and reconcile expense items.

 

1. TEAMWORK AND COOPERATION

• Contribute to a healthy team environment.
• Work well within diverse groups to support operational goals and objectives.
• May be requested to represent the payroll or administrative function at meetings or events.
• Demonstrate corporate values at all times.

 

 

SELECTION CRITERIA:

 

EDUCATION:

• Post-secondary certificate or diploma in Business or Office Administration or equivalent experience.
• Working towards a payroll certificate would be an asset.

 

REQUIRED EXPERIENCE:

• Minimum two years payroll and/or administrative work experience, preferably in a transportation environment.
• Experience working in a unionized environment, specifically ATU, is a definite asset.

 

OTHER SKILLS AND ASSETS:

• Strong computer skills in Microsoft Office (Outlook, Excel, Word, PowerPoint) and payroll systems (PeopleSoft HRMS and Hastus).
• Aptitude for figures with a strong attention to detail, accuracy and follow up.
• Must demonstrate tact, diplomacy, confidentiality and good judgment.
• Strong organizational and communication skills with the ability to set priorities to ensure ease of workflow.
• Ability to work independently to meet fixed deadlines.
• Demonstrated commitment to customer service skills with the ability to resolve questions and concerns in a fast-paced work environment.

                 LI-AV 

**Various tests and/or exams may be administered as part of the selection criteria.

 

Alternate formats will be provided upon request.

 

Interview:  Our recruitment process may be completed with video conference technology.

Brampton is a Canadian city in Ontarios Greater Toronto Area. Its Peel Art Gallery, Museum and Archives is housed in 19th-century and contemporary buildings. In the center of downtown is the Rose Theatre, a major performing arts venue. In front, Garden Square hosts big-screen movies and live events. Green spaces include Gage Park with its floral gardens. To the north sits Historic Bovaird House, a Victorian home.