Administrative Specialist - Regina, Canada - Saskatchewan Trucking Association

    Saskatchewan Trucking Association
    Saskatchewan Trucking Association Regina, Canada

    1 month ago

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    Description

    Job Description

    We are seeking an Administrative Specialist to joinour dynamic team and provide comprehensive administrative support acrossmultiple departments including administration, education & training, andmembership engagement. The ideal candidate will excel in organization,communication, and financial management, while also demonstrating the abilityto handle diverse responsibilities with efficiency and professionalism. If youare a proactive self-starter with strong attention to detail and a commitmentto excellence, we want to hear from you.

    Responsibilities:

    AdministrativeDepartment:

  • Take minutes at committee and Board meetings, prepare minutes, and distribute them promptly.
  • Schedule meetings and organize facilities when necessary.
  • Assemble Board Reports and compile PDF packages with appropriate content and links.
  • Order and stock office supplies, ensuring all office systems are functional and supplies are available.
  • Run office errands and schedule/monitor office cleaners.
  • Handle invoicing for tenants and provide necessary support as per contracts.
  • Perform daily deposits and reconcile Moneris and Stripe payments.
  • Manage accounts receivable.
  • Handle group insurance, company pension contributions, payroll, ROE, vacation & sick time tracking, bill payment, invoicing, and database management.
  • Maintain and ensure the functionality of the postage meter and photocopier.
  • Manage book sales, including ordering books, tracking inventory, and pricing.
  • Handle file management, documentation, and mail.

    • Education & TrainingDepartment:

  • Organize training sessions, workshops, and seminars by coordinating with trainers, participants, and venues.
  • Handle communication-related to training programs.
  • Maintain training records and databases.
  • Arrange travel and accommodation for trainers.
  • Assist in the preparation of training materials.
  • Provide technical support during training sessions.
  • Assist in collecting and analyzing feedback from participants.
  • Perform general administrative tasks to support the training department.
  • Ensure compliance with relevant regulations and company policies.
  • Assist with special projects or initiatives related to training and development.

    • Membership, IndustryEngagement & Event Responsibilities:

  • Follow up on membership dues and update member information as needed.
  • Ship member items and maintain membership data.
  • Manage product sales and shipping.
  • Onboarding members and data entry
  • Support events through venue rentals, catering, and promotion.
  • Attend events as needed.

    • Qualifications

  • Strong organizational skills.
  • Clear and straightforward communication abilities.
  • Proficiency in financial record-keeping.
  • Accurate scheduling, coordinating, and planning skills.
  • Ability to evaluate project or business progress.
  • Proactive self-starter with a forward-thinking mentality.

    • Knowledge:

  • Bookkeeping including budgeting, invoicing, and payroll.
  • Proficiency in QuickBooks Accounting Software.
  • Experience with Microsoft Dynamics.
  • Familiarity with Microsoft Suite of Products including SharePoint, Word, Outlook, Excel, and Teams.
  • Use of office equipment such as mail machine, photocopier, label, specialized printers