Administrative Secretary

This position acts as the first point of contact for the department and frontline resource and contact person for senior staff. This position plans and coordinates activities on behalf of the department and/or unit. This position also performs general accounting and bookkeeping activities including journal entries, budgeting, accounts payable, accounts receivable, invoices, requisitions, and reconciliations, and generates accounting reports to support the operations.

What you will do
• Acts as the first point of contact for the department and frontline resource and contact person for senior staff.
• Plans and coordinates activities on behalf of the department and/or unit.
• Responds to inquiries on behalf of senior staff, manages correspondence and calendars, and makes travel arrangements including for visitors and guests.
• Performs general accounting and bookkeeping activities including journal entries, accounts payable, accounts receivable, invoices, requisitions, and reconciliations.
• Generates accounting reports to support the operations.
• Assists with the preparation of annual budget and projections.
• Prepares and distributes correspondence, documents, and/or reports, and maintains files.
• Organizes department events including, but not limited to, convocations, funding announcements, award announcements and retirements.
• Other duties as required in support of the department and/or unit.

Required Education
• Three-year Community College Diploma or Three-Year Bachelor Degree, or equivalent.
Required Experience
• More than 2 years and up to and including 3 years of experience.
Consideration may be given to an equivalent combination of education and experience.

Job Knowledge and Requirements
• Knowledge and insight of practical methods, techniques, and work processes that is typically acquired through a combination of technical training and/or substantial work experience.
• Provide information to others that requires technical or administrative explanation or interpretation.
• Attempts to resolve a difficult or challenging interpersonal situation or, overcome resistance to gain cooperation.
• Adapt messages to meet the needs of the intended audience.
• Manage own work and may train and review the work of casual employees, work study students, and/or volunteers, to see commitments through to completion.
• Participate in project team meetings and is involved in developing individual and team project plans.
• Identify new problems and seeks information and input to fully understand the cause.
• Identify opportunities to improve the effectiveness and efficiency of work processes.
• Break down concrete issues into parts and synthesizes information succinctly.
• Respect diversity and promotes inclusion in the workplace.
• Awareness of relevant legislation, including Employment Equity, Human Rights legislation, Treaties, sexual violence legislation and the Accessibility for Ontarians with Disabilities Act and its regulations.

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