Administrative Assistant

Department Region
Administrative Services Canada

Representative Responsibilities:

• Distributes company and/or departmental mail
• Files departmental documents
• Photocopies, scans and faxes information and documents as needed or requested
• Performs data entry
• Basic work in business systems (SAP, SharePoint, etc.)
• Answers company phone lines
o Calls are answered in a polite and professional manner
o The caller’s intent is clarified and the call is appropriately routed
o Knowledge of Company’s phone extensions, employee’s schedules, etc. is used to route calls appropriately
• Work with customers
• Routes incoming faxes
• Notifies and/or distributes deliveries to appropriate personnel
• Greets guests in a timely and professional manner
o Employee whom the guest wishes to visit is contacted immediately
o Guests are offered comfortable accommodations
o Guests are provided with directions to the employee’s area if necessary
• May be responsible for generating and publishing meeting minutes
• Responsible for large copying and laminating projects
• Provides administrative support on an as needed basis in various departments
• Operating the SAP accounting system
• Accounts payable
• Accounts receivable
• Receiving purchasing invoices
• Matching to SAP
• Resolving any differences
• Registering invoices
• Approving invoices
• Registering and approving purchase orders
• Obtaining appropriate approval signatures
• Coding correctly
• Filing and maintaining accounts records
• Paying of expenses
• Credit cards and cash
• Registering expenses
• Inputting information into SAP
• Maintaining a spreadsheet for credit card payments
• Handling payment of suppliers
• Other tasks as assigned

Minimum Qualifications:

• HS diploma or equivalent preferred
• 0-3 years of job-related experience
• Experience in a team environment
• Ability to interact with other employees, work as a team
• Effective communications and interpersonal skills
• Ability to communicate in business environment
• Ability to work with minimal supervision
• Ability to read and understand written and verbal instructions
• Ability to read, speak and understand English
• Keyboarding skills, both alpha and numeric
• Knowledge of multi-line phone systems
• Able to use Microsoft Word, Excel and Outlook effectively
• Ability to setup basic spreadsheets
• Ability to type basic documents
• Able to project a friendly and professional demeanor
• Able to work well under pressure
• High tolerance for repetitive work
• Effective organizational skills and attention to detail
• SAP knowledge helpful
• Ability to lift 30 lbs.