All jobs within 50 km around Nepean in Administrative Jobs

Position Purpose
Reporting to the Lead Officer, Administrative Support, the incumbent performs a variety of activities to support the financial operations of the sector while ensuring compliance with related policies and procedures. Assists with other administrative functions (maintenance of office equipment, mail distribution, etc.) as required.

In this role, your responsibilities will include:

• Financial Transactions: Perform activities such as data entry, book keeping, record keeping, verification and reconciliation to support ongoing financial operations while ensuring compliance with established policies. Participate in the budget planning exercise by monitoring and responding to inquiries about financial activity. Identify inconsistencies and take appropriate corrective action to ensure both the integrity of the data and compliance with all relevant policies and regulations. Administer petty cash for the sector.
• Payroll: May be required to provide backup support for payroll transactions to support ongoing operations during the absence of more senior resources. 
• Reporting: Provide various simple- to moderately-complex reports, on a scheduled as well as ad-hoc basis, on financial transactions, accounts, and budgets of the sector as requested to support ongoing operations and strategic planning.è
• Records Management: Maintain an effective filing and records management system to preserve confidentiality of the records and ensure that complete and accurate documentation is available for future reference or audit purposes. Maintain accurate records of key holders and related security access information for staff of the sector to ensure confidentiality of the records.

What you will bring:

• Knowledge of administration and accounting principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience.
• Minimum 2 years of demonstrated experience in a similar role.
• Knowledge of computer systems and software including financial systems, spreadsheets, databases, Internet and e-mail.
• Experience in interpreting, explaining and applying policies and regulations.
• Experience in producing reports.
• Ability to produce high quality work under pressure while meeting strict deadlines.
• Strong interpersonal and communication skills.
• Strong organizational skills.
• Bilingualism – French and English (spoken and written).

#LI-Onsite

The Payroll Administrative Assistant contributes to the success of PepsiCo Beverages Canada by providing payroll and general administrative support for the Ottawa location.

Responsibilities

• Timecard reviews and adjustments
• Generate and facilitate review of CCO, CATS report weekly
• Generate employee roster report and facilitate review
• Facilitate tracking of pay progression and make adjustments as needed
• Track and flag sick/vacation usage to departments leaders
• Invoice payment and tracking
• VISA imaging and allocation
• Process invoices on APS
• Follow up on open POs to ensure we are receiving invoices on time
• Manage badge accesses into the building
• Lead day one (1) onboarding for new hires / seasonal hires
• Filing GCS, quality, and safety documentation
• Maintaining key safety and quality trackers
• Provide ongoing support for the Ottawa Team

Qualifications

• Three – five years of administrative experience required
• Successful completion of an administrative/office management program preferred
• Successful completion of high school diploma required
• Professional accomplishments that reflect self-motivation and initiative 
• Strong computer skills in Word, Excel, PowerPoint required
• Excellent communication and customer service skills required
• Ability to multi-task is essential
• Attention to detail and strong organizational skills required
• Must be self-motivated, punctual with demonstrated professional maturity
• Experience with payroll and invoicing programs
• Previous Payroll experience an asset
• Kronos and SAP experience an asset
• Microsoft office experience required

Position purpose:

Provides administrative support for services under the office of the JD program assistant dean, including the Common Law Students Centre, the Common Law Admissions Office and the Common Law Professors’ Support Office. Helps ensure they operate smoothly and assists with implementation of activities and projects, while complying with University and Common Law Section policies and procedures.

In this role, your responsibilities will include:

• Customer service: Receives, informs and redirects clients. Responds by phone, in person and by email to requests for information directed to the Student Centre, the Admissions Office and the Professors Support Office. Ensures that information and requirements are communicated effectively and fully understood, according to established priorities. Helps with determining external and internal clients’ needs, assessing them and solving problems, to offer high-quality service in keeping with Faculty standards and the University’s vision.

• Case management: Develops and maintains an efficient filing and records management system to safeguard file confidentiality and ensure that complete, accurate documents are available for future reference or auditing. Co-ordinates record archiving. Maintains a reminder system for files requiring follow up. Co-ordinates, prepares and implements the teaching evaluation undertaking for full- and part-time professors.

• Administrative writing: Writes and edits documents based on templates and co-ordinates translation of administrative correspondence. Offers administrative support as needed for admission- and academic-related activities, such as managing exams, compiling and entering grades, and deciding on applications to Common Law Section programs.

• Report production: Conducts analysis and research. Compiles data, statistics and other information, to produce reports that enable discussion, decision-making, special projects and activities.

What you will bring:

• Postsecondary education in administration or an equivalent combination of education and work experience, preferably in a postsecondary setting  

• Three years’ demonstrated experience in an administrative position

• Knowledge of undergraduate law programs

• Knowledge and experience regarding interpreting, communicating and applying policies, procedures and processes

• Experience in managing administrative tasks

• Experience in gathering and analyzing data and in writing administrative and statistical reports

• Experience in solving problems independently

• In-depth experience providing client service

• Experience using Microsoft 365 applications, Windows and the internet

• Knowledge of student information and communication systems (including Talisma) (an asset)

• Ability to deal with conflicting priorities and meet strict deadlines in a fast-paced work environment

• Organizational and analytical skills, excellent judgment and attention to detail

• Good listening skills, sense of professional ethics and awareness of the need to maintain confidentiality

• Commitment to reconciliation, decolonization, equity, diversity and inclusion

• Bilingualism — English and French (spoken and written)

Application Close: 09/07/2024

Note: Available to work evenings and weekends on an as required bases

WHAT YOU NEED TO KNOW

• Language Requirement: Designated Bilingual – specific level of language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates who do not meet language requirements will be required to participate in training.    
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.  
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

Salary Range:

$30.00-$34.77-Hourly

Scheduled Weekly Hours:

36.25

Anticipated Start Date:

July 22, 2024

Length of Contract:

6 months

Posting Information

This job posting is now accepting applications from all qualified individuals.

Posting Closing Date:

July 4, 2024

Please note: jobs are posted until 11:59 pm on the job closing date.

Job Description:

The incumbent is responsible to provide front line customer and client service support as well as direct administrative support to the Algonquin Centre for Construction Excellence departments. This includes all its programs and activities, not limited to providing welcome services to students (including apprentices), staff, internal departments (e.g. Registrar’s Office) and external clients/stakeholders by responding to telephone, email and in-person inquiries, preparing routine correspondence, and maintaining the appointment schedules for the various Academic Managers (i.e. Chairs, Associate Chair).

The incumbent is also responsible for all adding/dropping courses, Program Council management (e.g. class rep communication to student association), Program Advisory Committee scheduling, database updating and completing minutes. The incumbent also works with the Head of Apprenticeship to provide administrative support related to the college’s required tasks for implementing apprenticeship program delivery.

Required Qualifications:

• Minimum one (1) year certificate or equivalent education related to Office Administration;

• Minimum three (3) years’ experience in a busy client service oriented environment, some of which should be at a post-secondary institution;

• Advanced proficiency with MS Office software including Word, Excel, Outlook, and PowerPoint;

• Highly effective communication (oral and written), interpersonal and client skills;

• Ability to work well independently within tight time frames and deadline;

• Demonstrated ability to work effectively as a member of a team;

• Ability to multi-task and work in a fast paced environment;

• Self-motivated with strong attention to details;

• Ability to work under pressure, coordinate activities with conflicting deadlines;

• Proven ability to analyze a situation to provide information according to policies and procedures;

• Experience using a student information system such as GeneSIS, would be considered an asset;

• Demonstrated ability to adapt to new office technology and to learn new software as required;

• Some knowledge of SharePoint, Visio and Microsoft Access, would be considered an asset.

Anticipated Weekly Schedule:

Four (4) days/week (Tuesday to Friday) and is required to be fully on-site.

This position may be subject to extra hours per week on an as needed basis.

* This position is paid at Payband F

* Vacancy is for P21233

Application Close: 03/07/2024

WHAT YOU NEED TO KNOW

• Language Requirement: Designated Day 1 Ready – immediate requirement for language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates must meet language requirement for position upon hire.       
• Police Record Check: The successful candidate will be required to complete a Criminal Records and Judicial Matters Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.  
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

Application Close: 28/06/2024

WHAT YOU NEED TO KNOW

• Language Requirement: English oral, reading, writing required.      
• Police Record Check: The successful candidate will be required to complete a Criminal Records and Judicial Matters Check with the Police Services detachment in their jurisdiction to the City of Ottawa’s satisfaction.; Police record checks completed by a third-party company will not be accepted. 
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted. 

Application Close: 28/06/2024

WHAT YOU NEED TO KNOW

• Language Requirement: Designated Day 1 Ready – immediate requirement for language proficiency: French: oral, reading, writing English: oral, reading, writing Candidates must meet language requirement for position upon hire.    
• You may initially be paid 95% of your starting rate of pay, in accordance with the collective agreement  
• Immunization Policy: OPH has an immunization policy requiring all employees to report their COVID-19 and Influenza vaccination status annually
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

As a Regional Administrative Specialist, you will be responsible for providing administrative and operational support to Financial Consultants and Portfolio Managers.

Is this role right for you? In this role you will:

• Process documentation requests and input transaction requests as directed by Financial Consultants
• Partner with Financial Consultants and Portfolio Managers in booking client meetings
• Respond effectively to all inquiries from current and prospective clients concerning MD products and services
• Respond to last minute requests from Financial Consultants during client meetings
• Maintain a follow-up system for inquiries, complaints, and problem resolution, ensuring that established MD service standards are being met in a timely manner
• Provide support and participate in the research and resolution of client issues
• Complete file preparation for Financial Consultants and Portfolio Managers in advance of client meetings
• Prepare and process new account documentation as required 
• Update the database for all client contact, ensuring that all client information & notes are recorded correctly
• Maintain monthly compliance related tasks as required
• Liaise with accountants and third parties as required
• Prepare business correspondence to clients and third parties
• Participate in projects as required
• Provide reception coverage and general office duties
   

The Must Haves:

• Community college diploma in Business Administration or equivalent
• 2 years’ experience in an administrative or clerical position, preferably within the financial services industry
• Proficiency in the use of Microsoft Windows and its applications including Excel, Word, PowerPoint, and MS Outlook
• Working knowledge of CRM2 
• Canadian Securities Course (CSC) & Conduct and Practice Handbook (CPH) are considered assets

Do you have the skills that will enable you to succeed in this role? – We’d love to work with you if you have:

• A dedication to client service
• Strong organizational skills
• Strong attention to detail and follow-through skills
• Excellent verbal and written communication skills
• Initiative and are resourceful
• An ability to work independently or effectively within a team
• An ability to manage multiple priorities in a fast- paced environment
• An ability to effectively manage change
• A focus on achieving results  

Application Close: 14/06/2024

WHAT YOU NEED TO KNOW

• Language Requirement: Designated Day 1 Ready – immediate requirement for language proficiency: French: oral, reading, writing required. English: oral, reading, writing required. Candidates must meet language requirement for position upon hire.
• You may initially be paid 95% of your starting rate of pay, in accordance with the terms and conditions.
• Experience and formal training combined with demonstrated performance and ability may substitute for stipulated academic requirements. 
• Please save a copy of the job poster. Once the closing date has passed, it will no longer be available. 

We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.

The Administrative Assistant - Fleet contributes to the success of PepsiCo Beverages Canada by providing general administrative support for the Ottawa, Ontario location.This is a 6-month contract. 

Responsibilities

• Schedule and coordinate Ottawa fleet maintenance and repairs
  • work with other departments effectively to achieve understanding/resolutions of fleet/maintenance
• Ensure PepsiCo compliance with governmental and internal equipment and safety standards
• Facilitate parts ordering and inventory controls
• Coordinate with outside vendors
  • co-ordinate payment of all invoices
  • reconcile visa statement
  • advise finance of all cross charges
  • identify cost management opportunities
• Ensure regulatory compliance and support with system expertise through an in-depth knowledge of fleet tools such as Geotab, EAM infor, APS, MyBuy, etc (training provided)
• Perform general administrative support work such as running reports, copying, filing, faxing, etc.
• Assist in location specific initiatives, including organizing employee events and liaising with internal and external service provider
• complete manifests for waste removal
• Maintain and order office supplies
• Provide ongoing support for the Ottawa Fleet team
• Organize meetings and travel arrangements
• Process both travel and P Card expenses

Qualifications

• Two years of administrative experience, preferred
• Successful completion of an administrative/office management program, required
• Successful completion of high school diploma required
• Professional accomplishments that reflect self-motivation and initiative
• Strong computer skills in Word, Excel, PowerPoint required
• Excellent communication and customer service skills required
• Ability to multi-task is essential
• Attention to detail and organizational skills required
• Must be self-motivated, punctual with demonstrated professional maturity and confidentiality
• Bilingual French & English is an asset