Administrative Assistant - Edmonton, Canada - NAIT

NAIT

Verified Company

Edmonton, Canada

2 days ago

Posted by:

Sophia Lee

beBee Recruiter

Description

This position is Administrative Support for various sections as assigned within Facilities Management and Development (FMD).

Primary responsibilities include review, composition, and coding of invoices for accounts payable, processing of chargebacks and journal vouchers, Utility invoices, management of contract issuance, issuance of requisitions for goods, records management and provision of financial information and reports.

Key Responsibilities:

Perform administrative support functions by creating and managing documents using word processing, spreadsheets, and database software.
Manage the distribution, flow, and status of documents to ensure timely completion and delivery.
Routinely execute various financial reconciliations
Prepare and post journal voucher entries, prepare internal chargebacks.
Receive and review payment documents and assess with accuracy all procedures and relevant information contained within the submission.
Review incoming invoices, ode for manager's review and approval, and forward to Accounts Payable for payment in a timely and efficient manner.
Work with managers, coordinators, external vendors and Accounts Payable to resolve issues/anomalies with invoices, payments, etc.
Reconciliation of sequential billings against contracts (construction and/or consultants)
Utilize PeopleSoft software to search and obtain financial data and prepare journal entries. Process requisition requests and complete electronic receipt of goods as requested.
Manage all backup to support PeopleSoft entries.
Generate financial reports and assist with operating accruals.
Prepare meeting agendas & record minutes when required.
Support reception as required.
Perform general office administration duties as required.
Create Work orders to document and track facilities maintenance efforts.
Establish work priorities, and ensure deadlines are met and procedures are followed.
Assemble data and prepare periodic and special reports, manuals, and correspondence.
Act as a point of contact in support of ongoing administration of FMD wide projects.
Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally and with external agents / stakeholders as required.
Collaborate with crossfunctional teams, and external vendors to facilitate administrative progress and resolve any project administration issues or obstacles.
Monitor timelines of document processing in accordance with applicable processes, procedures and legislation.

Skills & Abilities:

Qualifications:

Grade 12 Diploma
5 years of related experience
Certificate or Diploma in Financial Accounting, Business, or Office Administration preferred.
Proficiency with MS Office Suite
Proficiency in PeopleSoft Finance preferred.
An equivalent combination education and experience may be considered.

Remuneration:
$44, $57,140.72 annually, plus a comprehensive benefits package. (Classification - Administrative Support IV).

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement._

Please submit a resume and cover letter to be considered for this opportunity.

About NAIT
At NAIT, people matter.

We're proud to have been named one of Alberta's Top Employers for 13 consecutive years. Developing an engaging, supportive, and rewarding work culture is something we take seriously. We know that people are our biggest asset - they are what makes NAIT a great place to work.

What we offer
We've created a benefits package that focuses on health and wellness, professional and personal growth, recognition, and work-life balance.

NAIT is a flexible workplace and depending on the nature of your role, you may request flexible work arrangements with respect to where and when you work, including being on-campus full-time, working off-site, or a combination of the two.

Employees also have access to excellent vacation time, paid time off between Christmas and New Year's, a strong recognition program, learning opportunities, 2 annual all-staff professional development days and so much more.

Additional requirements
Applicants with education credentials earned outside of Canada who have not had them previously assessed should have their credentials evaluated by World Education Services or the International Qualifications Assessment Service (IQAS)

Accommodations
LI-SH1 #LI-Onsite