Administrative Assistant Full-time Job

Provide timely and accurate administrative and clerical support.  Using advanced computer skills and strong organization abilities, aids in the efficient day-to-day operation of the team/ department.

Duties and Responsibilities

Under the direct supervision of the Facility Manager, the successful candidate will perform a variety of administrative support duties for the business unit.  Duties will include, but not limited to:

• Prepare correspondence, reports, agendas, minutes, manuals, documents and spreadsheets
• Perform a variety of clerical duties, including opening, sorting, preparing and distributing mail, maintaining current accounts, files, works in progress financial files, photocopying
• Preparing deposits, maintaining cash control records, ensuring compliance to cash handling and inventory standards
• Coordinating meetings, ordering supplies, preparing  journal vouchers and Concur invoice payments
• Deal with public inquiries as it relates to programs, services and rentals in the community centre 
• Liaise with customers regarding rental set ups and Municipal Alcohol Policy (MAP) functions
• Enter all payroll data into SAP for Part Time and Full Time Staff and provide SAP support with requisitions
• Maintain central filing systems using OMNIRIM and by following records retention by-laws
• Assist, when required, with completing Quest 2 evaluations on programs as a member of the facility team
• Participate regularly in Manager On Duty Shifts which includes the flexibility to work evenings and weekends
• Perform other related duties as assigned

Skills and Qualifications

• Graduation from a post-secondary program in administrative/business support or related program
• 2 to 3 years administrative experience or equivalent combination of education and experience
• Advanced MS Office, including Word, Excel, PowerPoint, basic knowledge of Access or Visio
• Experience with SAP time and labour
• Experience with MS Outlook: e-mail, tasks, meetings, scheduling of calendars
• Experience with SAP Concur Invoice, SAP Fiori
• Experience with Recreation Management Software
• Previous cash handling experience
• Excellent organizational, oral and written communication skills
• Strong ability to multi-task and deal effectively with all levels of staff and the public
• Ability to prioritize and meet deadlines in a fast paced environment
• HIGH FIVE ® Principles of Healthy Child Development and Quest 2 Certifications are required (or willing to obtain within the first 6 months of start date)
• Standard First Aid/CPR C certification is required