About the Position
Divert NS is currently seeking an Administrative Assistant to join their dynamic team. Reporting to the Senior Accounting Clerk, the Administrative Assistant is rresponsible for office reception, responding to toll-free solid waste hotline, maintaining file systems and contact lists (email and address), bank deposits, inputting stewards AR reports, sending group emails, processing mail, data entry for accounting and providing general administrative support to staff.
About Divert NS
Divert NS is a renowned not-for-profit corporation dedicated to promoting recycling in Nova Scotia. With a track record spanning 30 years, Divert NS has played a pivotal role in fostering a recycling culture through environmental stewardship, educational initiatives, and comprehensive programs. Divert NS’ efforts have positioned Nova Scotia as a recognized global innovator in waste diversion solutions.
Key Responsibilities
- Creates a welcoming environment by greeting and directing guests, answering phone for main line and toll-free line, and respond timely to [email protected] email;
- Manage master contact lists (emails and addresses) and send group emails including, but not limited to, Enviro-Depots, Beverage and Tire Stewards;
- Receive and send out mail, courier packages and faxes; direct incoming items to appropriate individuals; prepare mail outs and sorting sign packages; prepare and take/track registered mail to post office;
- Maintain inventory of forms and applications; update as necessary;
- Verify, authorize and issue online passwords for tire and beverage programs and provide support to retailers and distributors for on-line remitting;
- Filing of tire and beverage agreements, maintain spreadsheet of tire deliveries, and track monthly glass processing tonnages;
- Follow-up on outstanding reports and collections for beverage and tires, prepare and send out registration packages, and ensure stewards are in compliance with the Solid Waste-Resource Management Regulations;
- Match Purchase Orders to incoming invoices;
- Prepare bank deposits and scan cheques for deposit,
- Enter tire and beverage remittance reports; apply payments to proper accounts; maintain file back up for posted deposits and batches;
- Maintain tire retailer list and send updated list to trucking companies weekly, as well as authorize one-time pickups;
- Prepare and post monthly beverage revenue accrual;
- Summarize and add GL codes to monthly VISA purchases;
- Provide backup to Senior Accounting Clerk - on tasks such as coding and posting accounts payable invoices, and setting up new AP and AR customers in SAGE;
- Provide administrative support to all office staff and other accounting duties as required.
Qualifications
- Post-secondary education (community college or other) and three (3) years of administrative and/or customer service experience;
- Accounting experience considered an asset;
- Excellent interpersonal and communication skills;
- Ability to exercise discretion and confidentiality;
- High attention to detail and accuracy;
- Well-organized and able to prioritize;
- Advanced knowledge in Outlook, Excel and Word.
Required Competencies
- Technical Capability: Knowledge of practices and functions of effective office management.
- Communication Proficiency: Provides clear, concise information to others in verbal, written, electronic and other communication formats. Listens actively and ensures effective communications throughout the organization.
- Relationship Management: Builds engaging relationships with all internal and external parties through trust, teamwork, and direct communications. Demonstrated approachability and openness.
- Ethical Practice: Integrates core values, integrity and accountability throughout all organizational practices and acts with personal, professional, and behavioural integrity.
What’s in it For You?
Competitive Compensation - Divert NS believes in recognizing and rewarding hard work with a group RRSP program, ensuring employee efforts are valued.
Training & Promotional Development- Join an organization that invests in success. Divert NS is committed to its employee’s growth through training initiatives.
Hybrid Schedule- Achieve work-life balance with flexible work arrangements. Divert NS understands the importance of accommodating to an employee's lifestyle and offers employees the chance to work two days a week remotely.
Paid Vacation- Divert NS values well-being and offers paid annual vacation leave, ensuring employees have the time to recharge and relax.
Equity and Diversity Policy- Join a team that celebrates diversity. Divert NS is committed to equity and strives to create a workforce that reflects the diversity of Nova Scotians.
Application Process
If you are interested in joining Divert NS’ innovative & passionate team, contact us by email at [email protected]. Please submit your resume and cover letter (required) explaining how your background and experience will meet the needs of Divert NS.
Divert NS is committed to fostering a diverse and inclusive workplace where all individuals are valued, respected, and empowered. They encourage applications from candidates of all backgrounds, perspectives, and experiences.
* PowerUp Leadership is actively recruiting on behalf of our client, Divert NS.
Job Types: Full-time, Permanent
Pay: $48,480.00-$58,058.00 per year
Application question(s):
- Please confirm that you have attached a cover letter as part of your application.
Work Location: Hybrid remote in Truro, NS B2N 3H9
