Role overview

Pay Range: $25.00hr - $30.00hr

Job Overview:

The successful candidate will perform administrative support duties including managing Action Requests, invoice processing, records management, document formatting, tracking data, and handling communications.

Duties:

Use ARTS to assign, track, and process Action Requests according to organizational requirements.
Monitor and maintain grant-related Action Requests in the ARTS system.
Respond to inquiries by directing questions to the appropriate area based on a thorough understanding of the contacts and resources available.
Compose written responses according to general instructions.
Prepare all invoices for review and approval of the Expenditure Officer.
Process invoices using 1GX.
Maintain accurate physical and electronic records of all invoices and claims.
Organize and maintain branch files by creating records using current records management systems.
Coordinate the master file system to reflect proper record keeping in accordance with client standards and expectations.
Proofread and format Word documents.
Track records using Excel.
Create documents and memos as required.
Copy, scan, fax, file, and perform records management of physical and digital documents.
Organize events, coordinate meetings, and book rooms as required.
Answer phone calls and emails.

Knowledge:

Knowledge of departmental administrative policies, processes, and standards, including style guides, financial timelines, records management, and hosting policies.
Knowledge of the business priorities of the branch to apply to decision-making and task prioritization.
Knowledge of branch programs and services.
Awareness of legislation governing the Access to Information Act (ATIA) and Personal Information Protection Act (POPA) and how it applies to branch information.
Awareness of the diverse stakeholder network connected to the branch and current key issues.
Advanced knowledge of software tools and automated systems, including Microsoft Office (Word and Excel), Adobe, web/internet applications, and records management systems.

Skills and Abilities:

Skilled in coordinating and prioritizing large volumes of work within short timelines.
Interpersonal and communication skills, including the ability to communicate with staff members, clients, and stakeholders, and to supervise the administrative team.
Written communication skills to prepare correspondence and presentations for a range of audiences, with proper follow-up as necessary.
Organizational skills to prioritize and monitor multiple ongoing tasks.
Time management skills, including the ability to prioritize multiple functions effectively.
Accurate keyboarding and document formatting skills.
Basic research skills to compile information for projects.
Ability to make decisions independently while considering consequences and organizational impact.
Ability to work independently within general instructions, take initiative, and follow through with tasks.
Keen attention to detail.

Education and Experience:

High school diploma and a minimum of 2+ years of administrative experience.

Requirements:

High School Diploma/GED.
2+ years of experience editing documents in Adobe Acrobat Pro or similar PDF editing software.
2+ years of experience in records and document management, with a strong understanding of the records life cycle for physical and electronic formats within information systems.
2+ years of experience proofreading and formatting Word documents in a work setting.
2+ years of experience using Microsoft Outlook for email messaging, task and calendar tracking, and relevant features.

Preferred Qualifications:

Relevant post-secondary education in office administration, including degrees, diplomas, or certificates.
2+ years of experience with financial transactions, ensuring data accuracy and reliability using Microsoft Excel.
2+ years of experience with Records Management and Document Management using SharePoint.
2+ years of experience working in an environment where work is delivered through a ticketing or email system.
2+ years of relevant experience in a similar administrative role.