Administrative Assistant

Brightpoint Brand; Headquarters; On-site; CAD 34,440 - 41,328; Part time

Job summary

A professional services firm in British Columbia is seeking an administrative assistant to support office operations. This part-time role includes managing payroll functions, filing systems, and providing administrative support to the Executive Office. The ideal candidate will have an AA degree in a business-related field and at least two years of experience in a similar position. Strong organizational and communication skills are essential for success in this position.

Qualifications

• AA degree or certificate in Secretarial Training, Office Systems, or equivalent.
• Minimum of two years of experience in a similar administrative position.
• Experience managing small to mid-size office operations.

Responsibilities

• Assist office operations, including payroll and filing systems.
• Prepare and process timekeeping and payroll records.
• Manage office supplies and equipment.
• Schedule meetings and handle incoming calls.

Skills

Organizational skills

Communication skills

Attention to detail

Time management

Education

AA degree in a business-related field or equivalent

Tools

Microsoft Office Suite

Job description

POSITION STATUS: Part Time (Monday - Thursday: 9AM - 3PM)

(Friday: 9AM - 2PM_

REPORTS TO: Executive Assistant

DEPARTMENT: Office of the President & CEO

FLSA STATUS: Non-Exempt

SUMMARY OF POSITION

Assist all office operations, including attendance and payroll functions, electronic and paper filing systems, office equipment and supplies, workflow and productivity of support staff, processing of invoices, and the provision of billing documentation to finance personnel. Provides administrative and secretarial support to the Executive Office

ESSENTIAL FUNCTIONS

• Develop and maintain organized and user-friendly paper and electronic filing systems. Assist the Vice President of Clinical Operations in organizing, retaining and accessing files.
• Prepareand process timekeeping and payroll records for Primary Care employees inaccordance with agency policies and procedures.
• Assureadequate inventory of and appropriate distribution of stationery, forms,manuals, office supplies, services and equipment. Preparespurchasing requisitions and payment requests.
• Monitorthe operation of office equipment, such as computers, photo copy and faxmachines and other office equipment, and initiate service requests
• Verifythe accuracy of all vendor invoices received for Primary Care, supplies,equipment and services.
• Maintainthorough and up-to-date contact information and contract documents forvendors.
• Scheduleand cancels and follow up on department meetings, conference calls, eventsand appointments, as requested, using proper judgment as to time andlocation
• Screenincoming calls and visits to the Vice President of Clinical Operations as appropriate,provide requested information, take messages or redirect inquiries to theppropriate office.
• Developand maintain written procedures, subject to approval of Vice President of Clinical Operations or designee, for collection, sorting and distribution of mail agency wide.
• Assistdepartment Coordinators with work flow, assign work to and assureday-to-day productivity of the Receptionist
• Incooperation with the Maintenance/Building Services Worker and Housekeepingensures the maintenance of a clean and safe physical environment andassures that required physical plant repairs are made in a timely manner.
• Openand sort Director’s mail. Compose routine correspondence, usingaccepted business formats and styles, from general oral instructions.
• Designand conduct new employee orientation activities covering office andtime/leave procedures.
• Maintain accurate and up-to-date on-site personnel records of activeemployees. Prepare and assure accuracy of hiring and termination paperwork for new and departing employees, including Personnel TransactionForms, applications, references and resignation letters. Assuresthat departing employees return all company property and records receiptof same.
• Maintainan up-to-date written telephone directory for all Primary Care personnelagency wide. Obtain and maintain address/telephone directories forall HELP/PSI Services Corporation locations for use in the Primary Caresites.
• Transcribe,prepare, type and distribute business documents including but not limitedto memos, correspondence, reports, proposals, presentations, policies,procedures and meeting minutes utilizingMicrosoft Office Suitecomputer programs.
• Executespecial projects as directed by the Vice President of Clinical Operations
• Providereception/switchboard coverage in the absence of the Receptionist/DataEntry Personnel
• Performs all related duties, as assigned, or unrelated duties, as requested

The above is intended to describe the essential job functions, the general supplemental functions and the essential requirements for the performance of the job. It is not to be construed as an exhaustive statement of all the job functions.

EDUCATION/EXPERIENCE

AA degree from an accredited college in a business-related field; or certificate in Secretarial Training, Office Systems, Information Processing or equivalent from a recognized technical school or business institute. At least two years of experience in a similar position, reporting to a management-level supervisor and managing operations of small- to mid-size administrative office (10-50 people).

Equal Opportunity Employer
This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.