Office Administrtor
Jan 23, 2018

JOB TITLE:  OFFICE ADMINISTRATOR  

The Office Administrator reports directly to the Executive Director, and works collaboratively with the Finance Manager to meet financial responsibilities.   

 
REQUIREMENTS:
·        Business Management Diploma, Specialization in Accounting / Finance or Leadership
·        Criminal record check clearance, annually

COMPETENCIES:

·        Enhanced communication skills: Able to deal with difficult situations

·        Quality Orientation:  Strong attention to detail, in all areas of work

·        Time Management:  Able to prioritize, meet deadlines, and work well under pressure

·        Creative and Innovative thinking:  Strong problem solving abilities

·        Continual learning: Ability to adapt, learn new skills, with an aptitude for technology

·        Accountability and Dependability:  Committed to organization goals and objectives

·        Decision Making and Judgement: Critical thinking and problem solving   

·        Office Equipment: advanced knowledge of MS Office (Excel, Word, Power Point), Photocopiers, Computers
·        Ethics and Integrity: Demonstrating confidentiality and honesty in the workplace

·        Planning and Organization: Ability to create / manage filing systems; plan work schedule

·        Ability to work efficiently in a team as well as independently

HOSPITATLITY  

·        Greet all walk in clients and community members in a friendly, and courteous manner

·        Answer the phone in a friendly and courteous manner

·        Direct all enquiries to the appropriate office personnel

FINANCIAL RESPONSIBILITIES – in consultation and with direction of the Finance Manager

·        Assists with managing filing system: contracts, legal documents, current accounts
·        Supports year end financial reviews and / or audit processes
·        Assists with generating financial reports 

·        Assistance with payroll

·        Process accounts receivable/payable

·        Coordinate and schedule cheques for Board / E.D signature  

·        Reconcile petty cash, bank statements, and Visa at month end

·        Completes bank deposits

GENERAL OFFICE RESPONSIBILITIES

·        Maintain inventory and control of office purchases, and supplies; compiles orders for approval

·        Creation of filing systems, file maintenance; year- end archiving of files

·        Updating security contact list and providing new personnel with information, as needed  

·        To acquire estimates for office equipment, furniture and electronic supports

 

BOARD OF DIRECTOR(S) SUPPORT

·        Compilation of board packages

·        Electronic distribution to Board members the week prior to the meeting

·        Assists in preparing for Finance Committee meetings  

·        Support the Finance Manager in preparing financial packages and Annual General Meeting information

·        Record minutes at Board of Director meetings and Annual General Meeting

PROGRAM SUPPORT

·        Attends community meetings with the E.D. and records notes as needed

·        Develops and schedules Elders for First Nation Court; maintain accurate filing of court related information

·        Monitor, and process requisitions for Elders’ and Cultural guests’ Honorarium payments

·        Schedule Cultural guests as required

·         Schedule Volunteers as required, and maintain volunteer data base

MISCELLANEOUS DUTIES

·        Assist with organizing, preparation, of special events and / or meetings as requested by E.D

·        Assist in maintaining cleanliness of the office environment

·        Other related duties as requested by Executive Director / Finance Manager

HOURS OF WORK are from Monday to Friday, 9 am to 4:00pm; with one hour unpaid lunch and 2-15 minute paid breaks. Overtime or an accumulation of banked time must be pre-approved by E.D. or Finance Manager.

Benefits provided after a three-month probation period is successfully met.

 To apply please forward your resume to gkomis@pguajs.ca

About the Society

Volunteering

Get involved with PGUAJS, and help make a difference in our community

Become a Volunteer

ceremonial eagle feather

CALL NOW
250.562.7928