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JOB DESCRIPTION
Kapachee Administrative Assistant
Responsible To: Director
The Secretary/Bookkeeper will provide support by assisting the Director in general office management under direct supervision, will be responsible to maintain financial records and perform all necessary clerical and reception duties
Responsibilities
Directs general office routine in the absence and as designated by the director
Acts as a Receptionist ie: Receives visitors, answers telephone, schedules appointments and assists in client registration/inquiries
Responsible for secretarial duties, ie: tying, filing, mail, correspondence, and operation of office equipment
Ensures program reports are filed and sent to appropriate agency staff.
Maintains supply inventory
Recording of all financial transactions, bank deposits, journal entries, accounts receivable, accounts payable, reconcile accounts and control accuracy of this information
Assist with payroll for employees
Maintains & updates employee personnel file ie: vacation time, sick time etc
Collects, reviews and submits Program semi-monthly reports to appropriate agency staff.
Assist Director as required
Skills & Abilities required:
Must be dependable & trustworthy
Ability to take direction
Excellent time management skills
Working knowledge of bookkeeping practises
Working knowledge of payroll practises
Experienced user of Simply Accounting
Experienced user of Excel
Can be reasonably flexible with hours
Good inter-personnel communication skills
Essential Skills
- Reading text
- Document use
- Numeracy
- Problem solving
- Decision making
- Computer use
Transportation/Travel Information
- Public transportation is not available
Technical Terminology
- Financial
Specific Skills
- Type and proofread correspondence, forms and other documents
- Sort, process and verify applications, receipts and other documents
- Send and receive messages
- Provide general information to clients and the public
- Perform basic bookkeeping tasks
- Receive and forward telephone or electronic enquiries
- Maintain and prepare reports from manual or electronic files, inventories, mailing lists and databases
- Process incoming and outgoing mail manually or electronically
- Prepare invoices and bank deposits
Work Setting
- Not-for-profit organization
Area Of Specialization
- Invoices
- Financial statements
- Forms and records
Work Location Information
- Rural community
Work Conditions and Physical Capabilities
- Repetitive tasks
- Combination of sitting, standing, walking
- Sitting for extended periods
Security and Safety
- Basic security clearance
- Criminal record check (abstract)
Keyboarding (Words Per Minute)
- 0 - 40 wpm
Business Equipment and Computer Applications
- MS Word
- Excel
- General office equipment
- Simply Accounting
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