Administrative Assistant – Junior

Radiant Systems Solutions, Inc; Edmonton; On-site; CAD 36,000 - 48,000; Full time

Job summary

Radiant Systems Solutions, Inc. in Edmonton, AB, seeks a detail-oriented Junior Administrative Assistant to support day-to-day administrative tasks and clerical duties.

You will prepare documents, manage records, process invoices, and handle scheduling and correspondence. The ideal candidate will have strong organization, attention to detail, and excellent communication skills, with experience using Microsoft Office applications and PDF editing tools.

Qualifications

• High school diploma or GED is required.
• 2+ years in administrative support or Records/Document management.
• Proficient in MS Office and PDF editing tools (Adobe Acrobat).
• Experience with email, calendars, and document formatting.

Responsibilities

• Assign, track, and process administrative requests using designated systems.
• Monitor and maintain grant-related requests and associated documentation.
• Respond to inquiries and direct questions to appropriate departments.
• Prepare written responses, memos, and other documents.
• Prepare invoices and process them in the financial system.
• Maintain accurate records of invoices and documents.
• Create and organize files per records standards.
• Proofread and format Word and PDF files.
• Track activities with MS Excel.
• Manage email, calendars, and tasks in Outlook.
• Coordinate meetings and room bookings.
• Maintain confidentiality and accuracy of records.
• Prioritize tasks and meet deadlines while supporting office ops.

Skills

Microsoft Office proficiency

Attention to detail

Time management

Communication skills

Education

High school diploma or GED

Post-secondary Office Administration (preferred)

Tools

Adobe Acrobat Pro

SharePoint

Excel

Outlook

Job description

Contract Duration: 5+ months (Potential Extension: Up to 12 months)

Total Hours: 833.75

Position Overview

We are seeking a detail-oriented Junior Administrative Assistant to provide day-to-day administrative and clerical support. The successful candidate will assist with document preparation, records management, invoice processing, correspondence, scheduling, and administrative request tracking.

The ideal candidate will have strong organizational skills, attention to detail, excellent communication abilities, and experience using Microsoft Office applications and PDF editing software.

Key Responsibilities

• Assign, track, and process administrative requests using designated systems.
• Monitor and maintain grant-related requests and associated documentation.
• Respond to inquiries and direct questions to the appropriate departments or contacts.
• Prepare written responses, correspondence, memos, and other administrative documents.
• Prepare invoices for review and approval and process invoices using the designated financial system.
• Maintain accurate physical and electronic records of invoices, claims, and other documents.
• Create, organize, and maintain files in accordance with records management standards.
• Proofread, edit, and format Word documents and PDF files.
• Track administrative activities and records using Microsoft Excel.
• Copy, scan, fax, file, and maintain physical and electronic documents.
• Manage email correspondence, calendars, and tasks using Microsoft Outlook.
• Coordinate meetings, book rooms, and assist with event arrangements.
• Maintain confidentiality and ensure the accuracy and completeness of records.
• Prioritize multiple assignments and meet deadlines while supporting daily office operations.

Required Qualifications

Education

• High school diploma or GED.

Experience

• Minimum 2 years of experience editing documents using Adobe Acrobat Pro or similar PDF editing software.
• Minimum 2 years of experience in records and document management, including physical and electronic records and the records life cycle.
• Minimum 2 years of experience proofreading and formatting Word documents in a professional work environment.
• Minimum 2 years of experience using Microsoft Outlook for email, calendar management, task tracking, and related functions.

Skills and Competencies

• Strong organizational and time management skills.
• Strong attention to detail and document accuracy.
• Ability to prioritize and manage multiple tasks under tight deadlines.
• Ability to work independently, take initiative, and follow through on assignments.
• Accurate keyboarding and document formatting skills.
• Basic research and information-gathering abilities.
• Ability to handle confidential information appropriately.
• Strong interpersonal skills and the ability to work with staff and stakeholders.

Preferred Qualifications

• Post-secondary education in Office Administration or a related field.
• Experience with financial transactions, invoice processing, and financial data accuracy.
• Experience using Microsoft Excel for financial tracking and reporting.
• Experience with SharePoint-based records and document management.
• Experience working in a ticket-based or email-driven workflow.
• Previous experience in a similar administrative support role.
• Familiarity with records management standards, privacy requirements, and administrative policies.

Working Hours and Location

• Standard working hours are 8:15 AM to 4:30 PM, Alberta time, Monday to Friday, with a one-hour lunch break.
• Provincial statutory holidays are excluded from the regular work schedule.

Additional Requirements

• Successful completion of any required background checks.
• Completion of mandatory workplace training, including privacy, cybersecurity, information management, and workplace conduct.
• Ability to comply with applicable confidentiality, information security, and records management requirements.