Administrative Assistant

Administrative Assistant

Position Details:

Description

The Administrative Assistant provides a range of administrative support. The incumbent provides high-quality, timely, efficient and effective services, including entering and reporting data, and carrying out document and records management

Primary

• Provide daily general administrative support
• Enter data related to service line transactions and activities into system (e.g. time entry, procurement, contract administration)
• Carry out quality control of data entry (e.g. for monthly expenses, time-entry reporting, accounts payable, progress payments)
• Support service billing activities (e.g. prepare documentation, validate and ensure monthly follow-up for service level arrangements)
• Carry out document and records management (electronic and hard copy filing, archiving)
• Process accounts payable and other financial transactions (e.g. vendor payments, change orders, expense claims, journal entries)
• Perform receptionist duties, as required

Other

• Prepare tables and reports in support of business management activities (e.g. aging, profit and loss, monthly recoverable contracts, time entry)
• Take and prepare minutes of monthly staff meetings
• Participate in year-end activities (e.g. prepare year-end financials, set up files and databases for new fiscal year, archive files)
• Maintain training records
• Prepare purchase orders, as required (e.g. for office supplies, furniture, service contracts)
• Coordinate preparation of human resources documentation, as required
• Other duties as assigned

General and Specific Knowledge

• Administrative best practices

Formal Education and/or Certification(s) and Experience

• Minimum: high school diploma with two years’ relevant experience, or the equivalent

Abilities

• Use applicable computer software and operating systems
• Demonstrate attention to detail

Development and Leadership

• Provide occasional functional guidance to employees

Working Conditions

• Typical office environment with occasional travel
• Some work may be located on construction sites; incumbent may occasionally be required to wear basic safety equipment