Hub Administrative Assistant

By Ontario Clean Water Agency

Dead Line: September 24, 2021

• Flexible learning and development opportunities.
• Opportunities for career advancement and specialization with the largest provider of water and wastewater services in Ontario.
• Work with the partner of choice for more communities than any other water and wastewater service organization in Ontario for over 25 years.
• Work with an organization committed to innovation and advanced technology.
• A defined benefit pension plan; Comprehensive Health Plan; Life and Disability Insurance.
• Maternity and parental leave top-up benefits including for adoptive parents.

• Excellent knowledge of office administration, procedures and processes.
• Demonstrated knowledge of administrative practices, policies and procedures related to purchasing (including general accounting principles) accounts payable, Attendance Clerks/Coordinator (ACC) attendance, and payroll.
• Excellent knowledge of computers; ability to use word processing, spreadsheet and software (e.g. GP Dynamics, Microsoft Outlook, Word, Excel, Power Point, Visio, Lotus Notes, Maximo, WIN, Internet and databases).
• Knowledge of general financial and accounting principles; accounts receivable, reconciliations and budget forecasts.
• Knowledge of maintaining a filing system of operational records, reports, correspondence etc., according established file plans, filing and retrieving information as required, ensuring the security of the files.

• Experience preparing new employee documentation packages and conducting orientation for new staff, which includes explaining and processing of a variety of documentation pertaining to negotiated benefits, employee entitlements, corporate policies and procedures etc.
• Knowledge of coordinating competitions by scheduling interviews, receiving and acknowledging applications, opening/closing competition files, contacting candidates etc.
• Knowledge of calculating premium payments and benefits such as overtime, on call, stand by etc., as provided by the collective agreement for all staff within the hub, and submitting for processing in a timely manner.

• Knowledge of business processes of organization to conduct and assist in the preparation of financial analyses in support of strategic operational and business planning process.
• Knowledge of processing purchase orders through the computerized purchasing system software, in accordance with established protocols.
• Knowledge of correcting discrepancies or mismatches between documentation by follow-up with originators/vendors to confirm information, advising of errors or missing items, correcting minor discrepancies on own, returning to originator or notifying manager, i.e. improper authorizations, trends such as excessive expenditures, or difficulties with vendors/suppliers.
• Knowledge of preparing invoices to clients for all billable services on a quarterly or as-required basis; including appropriate approvals and supporting backup documentation to support invoice.
• Knowledge of administering the fleet of vehicles, such as reconciliation and input of fleet charges and mileage into the computerized software system.

• Excellent planning, time management and organizational skills.
• Excellent oral communication and customer service skills to liaise with clients, vendors/suppliers to respond to inquiries.
• Good written communication skills to prepare routine correspondence, meeting minutes and various documents.
• Good analytical and evaluation skills to analyze data and prepare reports/summaries.
• Excellent problem solving skills to support the analysis of financial reports and data for operational planning and budgets.
• Good research skills to gather data from a variety of sources to explain expenditure and budget discrepancies.
• Ability to work independently and in a team oriented environment.
• Ability to implement, and maintain both hard and soft copy document management structures.