Permanent Position (25h per week)
POSITION SUMMARY
Under the supervision of the Executive Director, the Administrative Assistant provides administrative and financial support to the organization. The Administrative Assistant contributes to the smooth day-to-day operation of the organization, including file management, payroll processing, accounts payable, and compliance with administrative and financial procedures.
ACTIVITIES AND RESPONSIBILITIES
a) Administrative Duties
- Provides reception services and responds to telephone calls, emails and general inquiries.
- Formats and prepares documents, letters, reports, forms and correspondence.
- Performs filing, archiving and management of administrative, financial and employee files.
- Maintains the organization’s records and files.
- Prepares meetings, notices, agendas, documents and minutes, as well as the meeting room and refreshments.
- Orders office supplies and maintains inventory records.
- Works collaboratively with management and the team to facilitate the day-to-day operation of services.
- Maintains professional and respectful communication with employees, individuals served, families, suppliers, partners and external organizations.
- Complies with confidentiality and personal information protection policies, as well as the organization’s internal procedures.
- Works with management to prepare for the Ministry’s annual inspection.
- Reviews the finances of program participants and provides a report to management.
- Participates in the continuous improvement of administrative procedures.
b) Payroll Administration
Payroll Processing
- Collects, reviews and verifies data related to hours worked from all departments, ensuring compliance with collective agreements and applicable policies.
- Enters data related to hours worked, including payroll adjustments and necessary corrections.
- Performs the complete computerized payroll process, including payroll verification and processing.
- Processes employee pay statements and all documents required for direct deposit, audits, preparation and processing of all necessary payroll adjustments.
- Processes new employee files, terminations, status changes, as well as increases related to anniversaries, vacation and/or salary.
- Implements changes to collective agreements, including required retroactive payments.
- Maintains current salary scales.
- Prepares government remittances and other payroll-related deductions in accordance with established procedures.
- Tracks vacation and other leaves.
- Prepares and distributes T4 slips.
- Maintains the confidentiality of employee and compensation information.
c) Accounts Payable
- Receives, verifies, codes and records supplier invoices.
- Reconciles invoices with purchase orders and supporting documentation when required.
- Prepares supplier payments and performs necessary follow-ups.
- Ensures the filing and retention of invoices and supporting documentation.
- Records automatic payments, such as group insurance, rent, etc.
- Prepares and submits various claims, such as those related to the Respite Program and Passport Program.
- Processes payments and submits the appropriate reports to external organizations, including Employment Insurance, WSIB, pension plans, union dues, benefits providers and others, as required.
d) Accounting and Financial Support
- Prepares and records accounting entries.
- Performs bank account reconciliations.
- Prepares monthly financial reports.
- Prepares specific documentation related to various types of leave, including Employment Insurance, maternity leave, sick leave and long-term disability leave.
- Prepares annual reports, such as the Registered Charity Information Return and GST Return.
- Assists with the preparation of the annual budget and budget monitoring.
- Prepares documents and assists auditors during the audit process.
- Prepares various administrative and financial reports at the request of management.
- Ensures compliance with the organization’s financial policies and procedures.
- Prepares permit applications, tracks sales and prepares reports for various fundraising activities.
- Performs any other related administrative or accounting duties necessary for the smooth operation of the organization.
QUALIFICATIONS AND SKILLS
- College diploma in Accounting or university degree in Business Administration, Commerce or a related field.
- Minimum of two (2) years of accounting experience.
- Good knowledge of Microsoft Office software, particularly Word and Excel.
- Knowledge of Easy Pay and SAGE 50 software.
- Excellent oral and written communication skills in both French and English.
- Excellent organizational skills and attention to detail.
- Ability to meet deadlines and manage multiple priorities simultaneously.
- Discretion and strict adherence to confidentiality.
- Ability to work independently, exercise sound judgment and demonstrate a strong sense of responsibility.
- Ability to organize work and work with minimal supervision.
Salary: $ 25.98 to $28.05 per hour as per the salary scale
- Comprehensive Benefits Package
- Flexible hours
- Work location: Hearst Community Living