Administrative Assistant/ Bookkeeper

Elliot Lake

Accounting, Office & Administration

POSTED: 11 months ago

Elliot Lake Women's Group

4046

June 02, 2023

Full Time

Position Overview
The Administrative Assistant/ Bookkeeper is responsible for providing support to the Executive Director, payroll support, general office support, reception support and maintaining the filing system.

Essential Job Functions
Payroll Support
1.1Use Microsoft excel spreadsheets to perform calculations, input and analyze data
1.2 Use computer word processing and database software to prepare reports, memorandums and documents
1.3Maintain the payroll filing systems
1.4Performs miscellaneous accounting/bookkeeping related duties as required

Office Support
2.1Prepare Job Orders and dispatch to various contractors
2.2Organize, file and ensure accuracy of all work orders
2.3Receive and reconcile all completed work orders ensuring accuracy
2.4Prepare completed and reconciled work orders for billing
2.5Ensure office filing system is up-to-date and accurate
2.6Perform other administrative duties as required

Reception Support
3.1Answering the telephone calls and directing the call to the appropriate personnel
3.2 Greet people coming into the office, directing them to the appropriate contacts, and provide information in person and by phone
3.3 Accept and sign for deliveries
3.4 Send and receive messages and documents using fax machine or electronic mail
3.5Process incoming and outgoing mail, manually or electronically; following up to ensure receipt
3.6Photocopy and collate documents for distribution, mailing and filing
3.7Maintain client/supplier contact database and ensure all client information is up to date in the software program
3.8 Shred documents that require shredding and empty/maintain shredder 3-9 Performs other duties as required

Education/Experience Requirements
- High School Diploma
- College Diploma in Office Administration or Business Administration (or equivalent) an asset
- 3 years related experience
- Intermediate to Advanced skills in MS Excel

Other Skills/Abilities
- Ability to: perform assigned duties with a minimum of supervision; identify problems and implement or recommend solutions; interpret and apply policies and procedures within limits of authority; use tact and discretion; interact effectively with supervisors, officials, employees, and the general public; learn and adapt to new technology as it relates to office practices and procedures; maintain confidentiality of information; pay attention to detail; work effectively despite interruptions; plan, organize, and prioritize work; proofread documents and other work; use a computer, related software, transcribing equipment, and other standard office equipment; type 50 net words per minute.
- Knowledge of: clerical office practices and procedures; recordkeeping practices; standard word processing, spreadsheet, database, and presentation software; e-mail systems; proper English usage, spelling and punctuation.

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties as assigned to meet the ongoing needs of the organization