Administrative Assistant

EngineeringFull TimePort Elgin, ON

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The Administrative Assistant will report to the engineering manager for a team of 20 engineers.  This person is needed to ensure the efficient day-to-day operation of the office, and support the work of management and other staff.   The role also includes assisting with the financial management of the company



Reception

  • Answer general phone inquiries using a professional and courteous manner
  • Direct phone inquires to the appropriate staff members
  • Reply to general information requests with the accurate information
  • Greet clients/suppliers/visitors to the organization in a professional and friendly manner

Office administration

  • Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
  • Sort incoming mail, faxes, and courier deliveries for distribution
  • Prepare and send outgoing faxes, mail, and courier parcels
  • Forward incoming general e-mails to the appropriate staff member
  • Forward voice mail from the general mailbox to the appropriate staff member
  • Purchase, receive and store the office supplies ensuring that basic supplies are always available
  • Code and file material according to the established procedures
  • Update and ensure the accuracy of the organization's databases
  • Back-up electronic files using proper procedures
  • Make travel, meeting and other arrangements for staff
  • Coordinate the maintenance of office equipment

Assist with financial management

  • Use computer software to prepare invoices and financial statements
  • Code and file financial material according to established records management procedures
  • Process accounts payable ensuring timeliness and accuracy of information
  • Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
  • Prepare accurate bank reconciliations and deposits
  • Administer petty cash according to established procedures
  • Assist with financial reports as required
  • Month end duties as required

Provide managerial support

  • Prepare meeting agendas and supporting material for distribution
  • Ensure the timely distribution of material
  • Support meeting, travel and other arrangements
  • Draft minutes of meetings for management review
  • Create action list for management staff 

Qualifications

Education

  • High School Diploma
  • Post secondary education in business, computers, or office management is an asset

Professional designation

  • None

Knowledge, skills and abilities

Proficiency in the use of computer programs for:

  • Word processing
  • Databases
  • Spreadsheets
  • Bookkeeping, Quickbooks is an asset
  • E-mail
  • Internet

Proficiency in the use of office equipment:

  • Computer
  • Voice messaging systems
  • Fax
  • Photo copier

Personal characteristics

Administrative Assistants should demonstrate competence in some or all of the following:

  • Behave Ethically: Understand ethical behaviour and business practices and ensure own behaviour and the behaviour of others are consistent with these standards and align with the values of the organization.
  • Build Relationships: Establish and maintain positive working relationships with others both internally and externally to achieve the goals of the organization.
  • Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
  • Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
  • Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
  • Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Organization: Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
  • Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
  • Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.

Experience

  • 1-3 years experience in an office setting

Working Conditions

  • Office environment with a standard work week
  • Travel during work day may be required
  • Some overtime may be required