Financial Services Representative (Multiple Locations)

CIBC; Barrie; On-site; CAD 34,000 - 41,000; Full time

Job summary

CIBC is seeking an Administrative Assistant to support the Social & Community Services Division. You will assist Directors and Managers, manage calendars, arrange travel, and prepare materials for meetings. This role requires discretion, confidentiality, and strong organizational ability.

Responsibilities include payroll processing, timekeeping, maintaining health and safety training, and coordinating purchases. A valid driver's license and a background check are required.

Qualifications

• Minimum one year of post-secondary education in office administration.
• Advanced word processing, spreadsheet and database skills.
• Knowledge of basic accounting principles.
• Strong interpersonal and communication skills.
• Strong organizational skills and attention to detail.
• Valid G class driver's license and access to a reliable vehicle.
• Criminal records check that is less than six months old at time of hire.

Responsibilities

• Provide flexible administrative support to Directors and Managers within the division.
• Calendar management: Scheduling, monitoring and resolving meeting conflicts; coordinating with internal and external stakeholders.
• Update and maintain divisional organizational charts.
• Arrange travel arrangements and itineraries as required.
• Coordinate and attend internal and external meetings; prepare agendas, minutes and materials.
• Prepare bi-weekly staff payroll; reconcile pay summaries and investigate discrepancies; act as timekeeper for divisional staff.
• Update divisional health and safety training and monitor completion.
• Coordinate the purchase of supplies and maintenance of office equipment.
• Create purchase orders and review invoices for discrepancies.
• Ensure confidential documentation is securely stored.
• Maintain records for the Social & Community Services Division per ICaRRS.
• Contribute to policy/procedure development and participate in committees.
• Provide back-up coverage to the Administrative Supervisor and liaise with County departments.
• Comply with provincial and County occupational health and safety regulations.
• Maintain confidentiality under the Municipal Freedom of Information and Protection of Privacy Act.

Skills

Word processing

Spreadsheets

Database skills

Communication

Organizational skills

Attention to detail

Time management

Education

Office administration education

Job description

CA$25.00–CA$30.00 hourly

Full-time

Job Summary

Assists in managing the complete day-to-day operation and maintenance of a large volume facility and ensures the facility is operating to optimize safety and quali...

Reporting to the Administrative Supervisor, the Social & Community Services Administrative Assistant position supports directors and managers within the Social and Community Services Division in accordance with the policies of the County and applicable legislation. The administrative assistant role requires exceptional judgement, discretion and political acuity, along with an understanding the context of the various portfolios to determine the needs of directors and managers.

1. Provide flexible administrative support to Directors and Managers within the division, including support with confidential information (, HR, etc.).

3. Calendar management: Scheduling, monitoring and resolving meeting conflicts, confirming appointments and meetings, including meetings with internal and external stakeholders.

4. Update and maintain divisional organizational charts to ensure they remain current.

5. Arrange travel arrangements and itineraries as required

6. Coordinate and attend internal and external meetings during and after business hours as required, preparing and tracking agendas, minutes, action items and meeting materials.

7. Collect confidential information for various reports, projects or programs (, real estate, Organize, plan and attend, as required, departmental and divisional events, such as training, professional development days and meetings, including venue booking, catering, technical requirements, etc.

9. Prepare bi-weekly staff payroll, coordinate pay summaries, reconciliations and investigate discrepancies, including serving as timekeeper for divisional management staff, provide training and ongoing support to new timekeepers.

10. Update and maintain divisional health and safety course including updating content, enrolling staff in required training courses and monitoring completion requirements.

11. Coordinate the purchase of supplies and maintenance of office equipment used by management staff.

12. Create purchase orders and cheque requisitions, receive and review invoices for discrepancies and investigate any issues.

13. Ensure confidential documentation is secured nightly.

14. Maintain records for the Social & Community Services Division in accordance with ICaRRS.

15. Provide input into the development of related policies and procedures as required.

16. Participate on committees as required.

17. Provide back-up coverage to the Administrative Supervisor as needed.

18. Liaise with all County of Simcoe Departments as required.

19. Comply with provincial and County occupational health and safety legislation, regulations, policies and procedures.

20. Maintain confidentiality in accordance with the Municipal Freedom of Information and Protection of Privacy Act.

21. Perform other duties as assigned, including redeployment in emergency situations.

Corporate Competencies

• Acts with the Customer in Mind


• Continuously Seeks to Improve Work Processes


• Communicates with Impact

Education, Technical Skills and Certification

• Minimum one (1) year post-secondary education in office administration. This job may be considered for educational equivalency in accordance with County Policy.


• Advanced word processing, spreadsheet and database application skills.


• Knowledge of basic accounting principles.


• Strong interpersonal and communication skills.


• Strong organizational skills.


• Requires close attention to detail and accuracy.


• Valid G class drivers license and access to reliable vehicle.


• Criminal records check that is less than six (6) months old at time of hire.

Experience

• A minimum of three (3) years of varied office experience in a similar position.


• Criminal reference check.

Effort

• Visual and mental effort required when preparing documents, minute taking, etc.

Working Conditions

• Regular office environment.


• Attend meetings during and after business hours as required.


• Ability to work remotely if required.

Salary Grade Union Non Union

Personal information provided is collected under the authority of the Municipal Act (2001) and will be used to determine eligibility for employment.