Larga Baffin Hiring for Administrative Assistant Job at Ottawa Full Time

Larga Baffin has an exciting opportunity to join our team as an:

Administrative Assistant!

Our purpose is to provide accommodation to Inuit who travel to Ottawa for medical care not available in their home communities.

Working at Larga Baffin, means making a difference in the lives of Inuit. We want to work with people who strive to make customer service their number one priority and enjoy working in a diverse and inclusive environment.

We know our employees are our greatest asset! We aim to create a workplace that offers a variety of benefits for employees and provides a positive and rewarding work experience.

• Welcoming & friendly work environment
• Opportunity to learn about Inuit culture
• Competitive salary
• Excellent health & dental Benefits
• Employee Assistance Programs
• Comprehensive training
• Group RRSP
• Meal plan
• Free undergound parking
• Professional advancement and skill building in your area of interest
• Social and team building activities

Position Overview

The Administrative Assistant is responsible for a wide variety of administrative tasks in support of the Executive and Management Teams. Larga Baffin is a fast paced and stressful environment as we accommodate a high volume of cleints requiring medical care not provided in their home communities. The ideal candidate must be able to operate in a dynamic and ever changing atmosphere.

Duties include but are not limited to, scanning and filing documents, maintaining files, maintaining office supplies for all departments, arranging travel and meeting logistics, payroll administration etc. The Administrative Assistant is also required to maintain confidentiality and professionally interact with employees, management and our clients.

Key Responsibilities

Administrative

• Provide direct administrative support to members of the Executive Team, as directed.

· Compile, prepare and monitor office supply orders for all departments; distribute supplies upon delivery.

• Ensure spaces designated for administrative storage, office supplies and donations made to Larga Baffin are well organized.

• Assist with the preparation and ordering of building signage when required.

• Compiling, organizing and coordinating materials that require translation.

• Maintain and update Larga Baffin’s supplier/vendor contact lists.

• Assist with compiling materials, documents and reports to prepare packages for Board and other meetings as requested.

• Responsible for minute taking and tracking meeting resolutions as requested by the President or General Manager.

• Provide support for department meetings. For example, note taking and scheduling.

• Provide support to other members of the management team as required with special projects, research, and/or department specific activities.

· Provide support to Larga Baffin’s Joint Health and Safety Committee (JHSC):

• Follow-up with the JHSC on action items
• Maintain inventory of all safety supplies and equipment etc.

Meeting Coordination/Scheduling

• Coordinate and schedule external meetings upon request of the General Manager and/or President. If necessary, prepare travel schedules, book travel arrangements, and make reservations for the General Manager, President, members of Larga Baffin’s Board of Directors and others are required.

• Assist in the planning, scheduling and logistics for Larga Baffin’s Board meetings.

• Provide support for other internal and/or external meetings as required.

Finance & Payroll

• Payroll processing:

• Compile, prepare, process and complete payroll package for final approval.
• Prepare staff exception sheets and Labour Ready forms for new pay periods.
• Coordinate with HR and/or the General Manager to verify payroll entries and activities.
• Assist with the preparation of expenses.

• Provide support for Accounts Receivable.

• Provide support for Accounts Payable.

• Bank deposits and petty cash reconciliation.

• Clerical processing and document maintenance

• Including clerical processes, filing, scanning, report generation, file management.

Minimum Job Requirements

• Post-Secondary Diploma in Business Administration, or relevant discipline, required.

• 2-3 years working in an administrative role in an office environment.

• Accounting experience in Payroll, AR and AP.

Preferred Knowledge and Skills

• Strong knowledge of office procedures and practices.

• Meticulous and demonstrated ability for strong attention to detail.

• Ability to demonstrate a high level of discretion with sensitive and confidential information.

• Highly proficient with Microsoft Office Suite (Outlook, Word, Excel, Power Point).

• Knowledge of Ontario Payroll rules and regulations with experience in Payroll processes and procedures.

• Working knowledge of AP and AR processes .

• Strong ability to communicate both written and verbally with members of executive and management teams.

• Highly effective organizational skills combined with the ability to multi-task and prioritize daily and weekly activities to meet set and changing deadlines.

• Ability to speak Inuktitut is a strong asset.

The Administrative Assistant position will remain open until a suitable candidate is selected.

Larga Baffin is an equal opportunity employer and welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Priority will be given to qualified Nunavut Beneficiaries.

The successful candidate must be able to obtain a recent police records check (for the vulnerable sector) with results acceptable to Larga Baffin as a mandatory condition of employment.