Administrative Assistant - Finance (Permanent, Full-Time) - #229469

Purpose

The Administrative Assistant is accountable to the Director of Finance for the coordination of departmental administrative and support functions in accordance with the County of Grey policies. This role also provides corporate reception services and is the first contact for all callers who do not utilize the automated telephone system, assists visitors to the County Administration Building and processes Housing tenant rent payments.

Responsibilities

Administrative and Executive Support to the Director and Managers of the Finance Department

• Responsible for departmental records management, ensures physical and electronic departmental documents are stored appropriately within the document management system and coordinates the destruction of records with the Clerks Department.
• Researches and compiles data for the preparation of committee reports. Drafts reports, correspondence and related documents for the Finance leadership team.
• Compiles information required from various departments for the annual insurance renewal and records in reporting templates.
• Schedules meetings, appointments, books meeting rooms, makes travel arrangements and takes minutes when required. 
• Tracks corporate credit cards, follows up with institution on credit limits and requests for new/deactivated cards based on discussions with Director of Finance.
• Collaborates as member of Administrative Standards Committee to effectively develop and implement policies, procedures and guiding principles relating to any one item that would be uniform throughout the County administration realm (ie. consistency of correspondence, manuals and reports).
• Ensures departmental information on the County web site is current and accurate.

First Point of Contact, Public Support

• Provides first point of contact for telephone callers who require assistance and transfers calls to appropriate County staff as well as performs reception duties at the Finance Counter. A working knowledge of the various County operations is required in order to route calls and visitors to the appropriate contact. Assists callers and visitors when possible by providing community information if agency/program is not administered by Grey County.
• Processes tenant rent payments and issues receipts using Yardi (Housing software), maintains and balances accounts receivable batches for bank deposits as well as cash float. 
• Prepares rent receipts for tenants for income tax purposes.

Administrative Functions

• Provides administrative support to the department by ensuring remittance slips are matched to vendor cheques for mail out, files accounts payable invoices and other documents, prepares courier packages and prepares files for storage.
• Orders office supplies for the department and name tags/name plates for staff in the administration building.
• Maintains a master list for accounts receivable and payable files, creates annual files and organizes file change over at year-end. • Sets up annual files in document management software, reviews files and contents for accuracy and consistency.
• Enters certificates of insurance into Purchasing database (excel). Files current and expired certificates of insurance.
• Responds to general County website requests and refers others to appropriate department.
• Sorts and distributes all corporate incoming mail and courier packages.
• Updates employee telephone directory in document management software

Other 

• Adhere to Occupational Health & Safety Act and Regulations, all policies and procedures and ensure that personal protective equipment is worn as required.
• Perform other related duties that may be assigned.

Working Conditions

Usual hours of work are based on a 35-hour week. Additional time is required occasionally to meet the demands of peak periods, deadlines, meetings, emergencies and obligations of the position.

Work is subject to regular deadlines and is carried out in a public office environment with frequent interruptions to provide advice and information to fellow employees and outside contacts, under minimal supervision.

Contacts

Internal Working Relationships

Relationships with County staff at all levels as the Administrative Assistant for the Finance Department.

External Working Relationships

External contacts include the general public who have inquiries, Housing Services’ tenants, County’s financial institution and insurance provider.

Knowledge and Skill 

• Post-secondary education in Office Administration Executive or other comparable training.
• Two years of experience in clerical support, preferably at the administrative assistant level, with the ability to organize the managerial workload.
• Must demonstrate advanced skills in Microsoft Office Suite, work within data bases, and internet use.
• Must be able to use effective communication, problem-solving and interpersonal skills to assist with individual and team tasks and promote the image of the corporation.
• Excellent organizational skills, attention to detail and coordination skills; ability to work calmly under pressures of meeting deadlines, and handling multiple duties and competing priorities; analytical and research skills; verbal and written communications skills.
• Ability to communicate effectively with people at all levels; ability to deal equitably with a wide variety of people in government and the public.
• Use discretion when dealing with confidential and sensitive information.

Impact of Error

There is the potential of harm to the public image through failure to exercise diplomacy when dealing with the public or government officials. Inaccuracy in processing tenant rent payments or year-end tax receipts could result inconveniences or financial hardship for tenants and adverse criticism of the County. Lack of courtesy in performing duties could result in a poor image of County staff.

Misuse of confidential information may result in a breach of Privacy laws, loss of confidence and credibility.

Errors on statistical information, compilation of insurance renewal information and/or reporting of information may result in incorrect information that could adversely affect staff and/or Council’s decision.

Administrative delays or poor coordination of information for the department could result in inefficient operations, ineffective use of staff and the lack of information required to make the best decisions.