Administrative Assistant

Brandon University; Brandon; On-site; CAD 22,000 - 30,000; Full time

Job summary

The Western Manitoba Regional Library is seeking an Administrative Assistant with payroll duties to support the Director of Library Services and the library board.

This role is 25 hours per week with one evening a month to serve as Secretary for board meetings; hours can be flexible within regular working hours.

Key duties include payroll administration for about 45 staff, reception, document preparation, minutes, invoicing, and filing, while maintaining confidentiality.

Qualifications

• Knowledge of office administration and payroll procedures.
• Experience with Ceridian or similar payroll software is an asset.
• Ability to maintain accuracy and confidentiality.

Responsibilities

• Provide administrative and payroll support for the Director of Library Services.
• Act as receptionist and handle public inquiries.
• Record minutes and prepare meetings for Brandon Staff and WMRL Board.
• Prepare and distribute invoices and reports as required.
• Maintain administrative filing system and petty cash records.

Skills

Payroll procedures

Ceridian payroll

Well-organized

Confidentiality

Office administration

Education

Grade 12 or equivalent

Tools

Ceridian

Job description

Western Manitoba Regional Library

The Western Manitoba Regional Library is seeking applications for an Administrative Assistant with payroll duties. This role is 25 hours per week plus one evening a month to act as Secretary for the WMRL Board meetings. Hours worked during the week can be flexible within regular working hours.

Hours

25 hours per week (5 hours/day) Monday through Friday, plus approximately 2 hours every 3rd Wednesday of the month, 6:30pm to 8:30pm (excluding July, August and December).

Salary scale

To be determined based on education and experience.

JOB SUMMARY

The Administrative Assistant will provide a wide range of administrative, payroll and office support activities for the Director of Library Services, the administrative staff and the Western Manitoba Regional Library Board.

DUTIES AND RESPONSIBILITIES

• Act as receptionist for the Director of Library Services and handle public inquiries
• Payroll administrator for approximately 45 unionized and non-union staff - collecting, calculating, entering payroll data, and submitting it on a bi-weekly basis in a payroll processing application (Ceridian), including keeping track of seniority, vacation and sick leave.
• Enrolment and tracking of staff pension and group insurance including the year-end reconciliation.
• Open and distribute daily mail, check-in magazines and newspapers
• Prepare and distribute documents, correspondence, reports etc. as required by the Director and the WMRL Board
• Receive inquiries from Branch Supervisors and respond/redirect as required
• Maintain administrative filing system
• Record, prepare and distribute minutes from Brandon Staff meetings, Workplace Health and Safety Committee meetings, and WMRL Board
• Book meeting room space and prepare receipts and invoices as required
• Check month end reports submitted from Branch libraries. Complete month end report sections for ILL loans, Inter-Branch loans, door count, computer usage and microfilm usage for Brandon Branch
• Receiving donations, preparing donation receipts and thank-you letters.
• Prepare monthly petty cash report and prepare and deliver weekly deposits
• Issue and manage signing of invoices
• Order office supplies and maintain inventory of same
• Prepare annual orders of magazines and maintain a record of items received in Brandon Branch.
• File claims for missing items for all locations
• MGEU: Prepare seniority list annually, notify of names and work locations of new hires and prepare wage reimbursement invoices
• Prepare and distribute letters and invoices to City, Town and RM offices notifying them of levy and rent amounts
• Maintain record of both collected levy amounts and rent payments from municipal members
• Prepare Provincial Grant Application including preparation and submission of online Public Library Services (PLS) survey
• Set-up Annual Report and insert and format written reports, statistical data, and audited financial statement.
• Distribute copies of the Annual Report as required
• Attend Library Board meetings, record minutes using Robert’s Rules of Order
• Act as Secretary to the Board, collecting correspondence, preparing agendas, minutes and setting up meetings.

QUALIFICATIONS

• Grade 12 or equivalent
• Knowledge of office administration and payroll procedures
• Experience with Ceridian, or similar payroll software, is an asset

SKILLS

• Well-organized
• High level of accuracy
• Decision making and problem solving
• Ability to maintain a high level of accuracy and confidentiality concerning financial and employee records