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Responsibilities:
*Provides confidential administrative services for the Board & administrative staff, including correspondence
*Maintains electronic files for board motions & distributes approved board minutes as required
*Arranges & receives shipments & distributes as required
*Maintains all paper filing systems
*Ensures all copiers & printers are properly maintained & well stocked
*Assists the purchasing, maintaining & organization of general office stationery & staff & board room supplies.
*Assists delegating facilities inquiries, requests & complaints to appropriate personnel
*Assists ordering, maintenance, & distribution of office keys & office key record system
*In the absence of the Business Administrator, prepares & submits payroll processes, completes any accounts payable/receivable transactions if needed, & takes minutes at Board meetings.
*Additional tasks as required
Requirements:
*Completion of Grade 12 & certificate from a post-secondary educational institution. Accurate keyboarding skills, knowledge of Microsoft Office, email & the Internet.
*Thorough knowledge of standard office & accounting practices, effective office administration principles
*Knowledge of operation & general maintenance of office equipment
*Ability to accurately maintain filing systems
*Ability to foster a cooperative work environment
*Ability to maintain confidentiality & use independent judgment & to manage & impart information to a range of clientele
*Outstanding interpersonal & community relations skills & ability to communicate & work well within a diverse community
Desirable Qualifications & Experience:
*Experience as an Administrative Assistant
*Knowledge of Simply Accounting software & accounting principles
*Advanced knowledge of computer systems & the Internet
*In-depth knowledge of Library organizational structure, workflow & operating procedures
*Training or experience in records management
Essential Skills
- Reading text
- Document use
- Numeracy
- Writing
- Oral communication
- Working with others
- Critical thinking
- Job task planning and organizing
- Finding information
- Computer use
Technical Terminology
- Financial
- Business
Specific Skills
- Type and proofread correspondence, forms and other documents
- Prepare equipment or software for type of document
- Perform basic bookkeeping tasks
- Prepare invoices and bank deposits
- Order supplies and maintain inventory
- Service office equipment and arrange for servicing in the case of major repairs
- Photocopy and collate documents for distribution, mailing and filing
Work Setting
- Public sector
Area Of Specialization
- Invoices
- Financial statements
- Correspondence
- Forms and records
Work Conditions and Physical Capabilities
- Combination of sitting, standing, walking
- Bending, crouching, kneeling
- Sitting for extended periods
Security and Safety
- Confidential security clearance
Own Tools/Equipment
- Office equipment and supplies
- Computer
- Printer
- Internet access
Keyboarding (Words Per Minute)
- 61 - 80 wpm
Business Equipment and Computer Applications
- ACCPAC
- Windows
- Word processing software
- Spreadsheet software
- MS Word
- Electronic mail
- Electronic scheduler
- Dictaphone
- Presentation software
- General office equipment
- Accounting software
- Internet browser
- Simply Accounting