Position Summary:
The Administrative Assistant Finance (AP Clerk) is responsible for providing a wide range of administrative and organizational support to the Finance and other departments as required to facilitate the efficient operation of the organization. The Administrative Assistant will assist in executing programs, policies and procedures in compliance with both provincial and federal regulations and corporate and client policies.
Key Responsibilities & Accountabilities:
The following is not intended to be a comprehensive list of the essential functions of the Administrative Assistant position, but rather a general description of some of the requirements necessary to carry out the duties and responsibilities of this position. The Administrative Assistant must be able to perform the following tasks, among others:
- Assist with a wide range of day-to-day human resources and/or finance activities including recruitment, on-boarding, off-boarding, benefits, payroll, and accounts payable activities at operating location(s).
- Work with the department managers a to ensure needs are being met, policies and procedures (Handbook and/or CBA, etc.) are communicated and followed, associated documentation is submitted and processed in a timely manner.
- Administers the enrolment, changes and termination of employee extended health and dental coverage and pension plans including updating Human Resources systems and third-party systems.
- Reconciles billing and invoices, performs audits for accuracy and sends to AP for timely payment.
- Develops and distributes communication material to promote benefit plans.
- Maintains and updates all employee data and information in the Human Resource and other relevant systems.
- Coordinates with the department managers to ensure all employee changes are accurately reflected on the payroll.
- Assists in the execution of employee engagement activities including but not limited to the administration of the Company’s Employee Engagement Survey.
- Assist in non-occupational claims management including, coordinating employee and employer reporting for claims, maintaining regular contact with employees during absences, coordinating return to work discussions and liaising with operations and
- Assists with workplace accommodation requests, labour relations activities as required.
- Attend and record meeting minutes as required (all departments).
- Ensures protocols follow both client and company policies and procedures.
- Ensures the accuracy, confidential and safekeeping of personnel, benefits and other sensitive documents and records.
- Prepares business correspondence including drafting memos, letters, emails, employee newsletters and reports upon request and as
- Responds to inquiries and requests for information.
- Prepares agendas, makes travel arrangements, coordinates meetings, interviews, special events and other
- Processes items for
- Develops, maintains, and distributes reports.
- Updates databases, performs data entry, files and retrieves documents.
- Maintain supplies by checking inventory, preparing orders and submitting invoices to AP for timely payment
- Receives inventory, ensures received items correspond to purchase orders and packing slips, inspects for quantity and quality, and resolves any discrepancies including returning incorrect supplies to vendors, as necessary.
- Assists in loading and unloading supplies from vendor trucks and places them in the designated areas for easy retrieval as required.
- Assists in performing periodic cycle counts of supplies, communicates, and documents anomalies
- Assists with special projects and providing back-up to other departments when required.
- Respects and maintains the confidentiality of all employee records, business records, client and customer information, data, and other information not otherwise available to the
- Maintains a professional demeanor and appearance a providing consistent example to staff.
- Maintains a safe work area and a focus on safety to reduce the opportunity for injury to self or other employees.
- Demonstrates regular and consistent attendance and punctuality in compliance with the company attendance policy.
- All other duties as
Working Conditions:
The Administrative Assistant works primarily in an office and stockroom environment within the business unit. The job requires the following physical activities: sitting, standing, walking, pushing, pulling, loading, and unloading, typing, filing, answering phones, and lifting or carrying moderately heavy and occasionally very heavy objects. The Administrative Assistant may be occasionally exposed to various fumes and gases from transit vehicle exhaust, solvents, grease, oils, and other chemical hazards when aiding the maintenance and operations units. The Administrative Assistant may be called upon after hours from time-to-time by office employees or managers, in an emergency, or other reasons as required.
Qualifications:
- Post-secondary degree or diploma in business administration, human resources, finance and accounting or a related field or equivalent approved combination of education and
- Experience in an administrative field providing administrative and organizational support to Finance and other departments.
- Experience with, or familiarity with Accounts Payable and Payroll Systems (ADP preferred)
- Highly proficient in Microsoft Office software applications with expertise in Word, Excel, Power Point and
- Be able to pass and maintain a clear Criminal Background Check.
Knowledge, Skills, & Abilities:
- Knowledge of and demonstrated ability in corporate core competencies including customer service, communication, teamwork, initiative, self-management, accountability, flexibility, and
- Mathematical aptitude and analytical skills applicable to various areas of the business including payroll, accounts payable, inventory control, and/or human resources
- Detail oriented and comfortable working in a fast-paced office
- Ability to collect and organize data in a clear and concise manner in both report and graphical
- Ability to analyze and revise operating practices to improve
- Problem-solving skills with the ability to resolve situational
- Highly organized and dedicated to completing multiple projects in a timely
- Strong written and verbal communication
- Ability to work independently and
- Ability to communicate effectively and work with all departments; deal politely with the public and
- Ability to work under general
Benefits of Working for MVT:
- An opportunity to work close to home and minimize your commute time
- Challenging and rewarding work providing safe transport to members of the public
- Ability to work independently in a state-of-the-art facility
- Employee Discounts with local businesses
- Room for growth/advancement
How to Apply: Interested applicants please apply online: careers.mvtransit.com. Note: Due to the high volume of applications received, MVT will only contact those applicants who have been shortlisted.
MVT is committed to equity in employment. Our goal is a diverse, inclusive workforce. We strongly encourage applications from all qualified applicants. Accommodation is available for applicants, including those with disabilities, throughout the recruitment process. Please contact Human Resources at 705-792-5033 or [email protected].
Job Type: Full-time
Pay: $20.05-$21.47 per hour
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- RRSP match
- Vision care
Application question(s):
- Do you AP experience?
- How many years experience do you have in payroll processing and/or accounting?
- Do you have any experience with ADP's Workforce Now?
- Do you have a valid Driver's license?
- If hired, can you provide proof of your legal right to work in Canada?
Experience:
- Accounts payable: 3 years (preferred)
Work Location: In person
