Administrative Assistant II

Description

KEY PURPOSE:
 
To provide administrative assistance to the department and/or manager(s) in accordance with departmental and administrative procedures, standards and practices.
 
MAIN RESPONSIBILITIES:
 
Administrative Support
Act as a focal point to handle queries, issues or discrepancies.
Produce, compile reports, spreadsheets, statistics, agendas, presentations, graphs, flowcharts, correspondence, lists; maintain, update databases, schedules, website content etc. utilizing common business or departmental specific software applications.
Perform a variety of job related business processing functions related to budgets, payroll time reporting, expense statements, invoices, etc., utilizing a variety of corporate systems; verify and/or monitor information for completeness, accuracy and adherence to standards; investigate variances and initiate corrective action.
Provide general office administration support such as sort and distribute mail, reports and correspondence; maintain calendar(s) and arrange meetings, conferences, travel, security, etc.; track and maintain files, records and office supplies. 
 
RESULTS OR OUTCOMES:
 
Queries are effectively handled and/or referred to others according to established procedures, practices and standards. 
Accurate and timely preparation, production, processing and distribution of reports, documents and correspondence according to procedural requirements. 
Budget variances are identified, recorded and resolved or referred to others in a timely fashion. 
Files and records are current and accurate.
 
KEY JOB REQUIREMENTS:

• Skills and Knowledge
• Of office administration procedures and practices.
• Of job related business processes to assist with budget, payroll reporting and related functions.
• Of job related systems and databases.
• Of common business software applications.
• To operate standard office equipment.

 
Effort

• Focus on monitor and fine print data.
• Keyboarding

 
Responsibility

• Produce and process information accurately and in a timely fashion.
• Monitor information, identify discrepancies and initiate corrective action.

 
Working Conditions

• Hybrid role based in a professional office setting, requiring minimum 3 days per week on-site

 
OTHER:
 
Performs other functions as assigned which do not affect the value of the job.

Compensation: $21.35 per hour plus comprehensive benefits package.

Qualifications

• Ability to investigate issues, make sound judgments and present recommendations to management.
• Ability to deal with individuals from all organizational levels, internal and external customers.
• Successful experience in an office administration function. 
• Working knowledge of Personal Computer business software and/or corporate systems.
• Working knowledge of SAP.
• Good judgment in discerning priority and non-priority issues, making decisions based on logical assumptions and factual information.
• Ability to effectively compile information, analyze data and make sound judgments.
• Maintain a high degree of accuracy and attention to detail.
• Must possess keyboarding skills.
• Must possess Personal Computer navigational skills.
• Demonstrated professional oral and written communications skills.
• Fluent in English.
• Self-motivated, work well with minimal or no direct supervision.
• Ability to effectively handle both favourable and unfavourable customer interactions.
• Demonstrated ability to identify problems and situations, take appropriate action, implement solutions or escalate as required.
• Ability to work effectively in a team environment and collaboratively with other departments.
• Maintain a high level of performance under the pressure of time constraints and a fast-paced changing environment.
• Demonstrated ability in planning and organizing to meet scheduled deadlines.
• Commit to continuous learning. Demonstrate the ability to learn and apply learned skills to related situations and complete and pass all related exams.
• Must meet applicable testing requirements.