Administrative Assistant - Parksville, Canada - Inclusion Parksville Society

Description

Job Summary
The Administrative Assistant supports the management team in ensuring the day-to-day operations of the organization.

This role requires a high level of professionalism, a dedication to protecting confidentiality, and the ability to work in a fast-paced environment.

Primary Duties and Responsibilities:

• Maintains and monitors website including posting updates; liaises with website provider for permanent updates to website such as fillable forms or general website design changes with approval from management.
• Provides general technical support to staff; assists with contracted IT support; responsible for internal systems maintenance, including the agency's computers and their related peripherals, makes recommendations for system improvements and/or upgrades as appropriate; troubleshoots system issues with approval from management team.
• Supports payroll processing, posting approved timesheets to payroll software program (IBEX).
• Performs duties related to accounts payable and accounts receivable.
• Supports vendors and/or contractor quotes and liaises with vendors and/or contractors for work to be completed.
• Orders and receives office and janitorial supplies in accordance with budget; administer online orders with vendors through online portal; reconcile statements and forward to CEO for payment.
• Monitors and administers vendors for office equipment, building repairs and maintenance required in consultation with management team.
• Creates and updates manuals, policies, procedures, checklists, templates, letters, etc.
• Prepares and distributes agendas; records minutes of meetings as required; and posts to One Drive.
• Supports the management team with fund development strategies, creating plans, sourcing funding, grant writing; provides marketing materials and digital marketing; supports and prepares event planning including sourcing and purchasing supplies, contact vendors, prizes, etc.; set up and take down events; and attends event committee meetings to take minutes as required.
• Completes management and Board of Directors with forms and society related forms; submits payment and appropriate filings; maintains spreadsheets; maintains files and binders as per Society's Act and/or BC Registries.
• Prepares AGM packages, signin list and supporting documents.
• Updates and maintains organizational charts.
• Acts as Recording Secretary to the OHS Joint Health and Safety Committee as required.
• Assists with the coordination of training and corporate events including communication of programs/events, facility/room booking and setup, and coordination with vendors.
• Performs other duties as assigned.

Required Qualifications:

• Diploma or Certificate in Office or Business Administration.
• Two (2) years' demonstrated administrative experience with a high standard of professionalism.
• Experience with people with disabilities, and demonstrated suitability to promote dignity, independence, and community inclusion of the people served by the society.
• At the discretion of the Employer, an equivalent combination of education and or a minimum of 5 years demonstrated experience.

Knowledge

• Extensive knowledge of Microsoft Office programs (i.e. Word, Excel, Publisher, Outlook).
• Extensive knowledge of office systems and procedures.
• Extensive knowledge of social media platforms, such as Facebook, Instagram, Twitter, etc.
• Working knowledge of accounting software is essential (QuickBooks).
• Working knowledge of bookkeeping duties, such as payables, bank reconciliation and payroll systems.
• Knowledge of working with Board of Governance is an asset.

Ability to:

• Receive and follow work direction with limited supervision to complete assigned tasks with a high degree of accuracy, efficiency and confidentiality while dealing with multiple issues.
• Advanced ability to use MS Office Suite, Word, Excel, Access, Power Point and Outlook.
• Excellent written and oral communication skills.
• An accurate typing speed of 45+wpm
• Prepare, maintain, process, and control a variety of paper and electronic records and files.
• Communicate effectively, both verbally and in writing, with all levels of staff, unions, consultants, and benefit plan carriers.
• Maintain accurate records; record and prepare routine correspondence.
• Establish and maintain effective working relationships.
• Deal effectively and diplomatically with the public, coworkers, and outside agencies.

-
The above statement is a general description of the principal functions of this job and is not a detailed description of all job duties._


Conditions of Employment

• Criminal Record Search to work with vulnerable persons upon job offer and every five (5) years.
• Physician's Note or Completed Medical Form.
• Negative TB Test.
• Valid Class 5 BC Driver's License (Class 4 license an asset).

Job Types:
Full-time, Permanent


Pay:
$22.00-$25.00 per hour

Expected hours: 37.5 per week

**B