Administrative Assistant

JOB TITLE: Administrative Assistant

Department: Administration

Date Last Updated: May 2023

Job Objectives:

The Administrative Assistant is a key member of the team, assisting in Accounting and other administrative functions and providing administrative support to senior executives. Their ready and willing attitude keeps these key office functions running smoothly and contributes to a positive working environment. They will be able to respond to the demands of a busy and growing corporate environment. They will be a key resource in processing A/P and A/R, greeting visitors at reception, and routing phone calls and other inquiries. Their wide range of administrative skills will be put to use as they respond to requests from senior managers and executives. They ensure a positive experience by handling requests pleasantly, promptly, and effectively, whether in person, by phone or on-line.

Tornado values a positive and constructive attitude toward work. We measure these expectations in punctuality, consistent and regular attendance, positive and respectful relations and effective teamwork with colleagues. Our employees respect the processes and procedures that we have put in place, and we in turn value the contributions and improvements they can offer within that framework.

Relationships:

Reports to: Supervisor, Finance and Administration

Internal contacts: Executives, Managers, Supervisors, All Employees

External Contacts: Visitors and callers

Key Responsibility Areas:

Accounting

• Matches packing slips with invoices.
• Reviews supplier statements and obtains missing invoices.
• Files all invoices once they are paid and posted. Matches cheque stubs to invoices and files them.
• Processes credit card payments from customers.
• Assists with Accounts Receivable accounts.
• Gathers information for year-end audit.

Senior Executive Support

· Provide assistance by creating spreadsheets and other documents.

· Work on special projects as requested.

Reception/Office Administration

• When required, assists in the reception function.
• Answers and directs calls, redirects or replies directly to email requests, greets and records visitors.
• Picks up and distributes incoming mail and sends outgoing mail.
• Maintains an inventory and orders necessary office supplies.
• Runs errands and does Bank deposits.
• Provides assistance with photocopying, printing and laminating.

Projects / Other Assignments

• Works on related projects or initiatives as assigned.

Qualifications:

Education

• Completion of High School.
• Coursework in administration and/or accounting would be an asset.
• Diploma in related areas is an asset.

Experience

• 1-3 years’ experience in an office environment. Experience in working with all levels of the organization.
• Experience in A/P, A/R is required.
• Demonstrated competence with Office 365, including Word, Excel and Outlook.
• Experience with Microsoft Teams and SharePoint is preferred.
• Familiarity with the EPICOR or another ERP system would be an asset.
• Must have demonstrated excellence in preparing documents and letters of all kinds including editing skills. Must have excellent data entry skills.
• Skill in creation of complex spreadsheets is required.

Competencies (skills, abilities, knowledge)

• Communicates well in person, on the phone or in writing. Proficiency in the English language is required.
• Able to deal respectfully with persons with complaints or concerns.
• Able to use discretion and maintain the confidentiality of information and interactions.
• Able to organize and plan daily workload amid competing priorities.
• Able to solve problems and make decisions.
• Attends to detail and performs tasks accurately and to completion.
• Asks for help when required, and readily receives constructive feedback.
• Able to identify and possible improvements in work processes.
• Derives satisfaction from a job well done.

Working Conditions:

• Work is performed in an office environment. Care must be taken to follow good ergonomic practices and assistance will be provided.
• Occasional contact with a manufacturing environment which can present hazards requiring Personal Protective Equipment (provided).

Job Type: Full-time

Benefits:

• Dental care
• Disability insurance
• Employee assistance program
• Extended health care
• Life insurance
• Vision care

Schedule:

• 8 hour shift
• Monday to Friday

Education:

• Secondary School (preferred)

Experience:

• Front desk: 1 year (preferred)
• Administrative experience: 1 year (preferred)

Ability to Commute:

• Red Deer, AB T4P 3P7 (required)

Ability to Relocate:

• Red Deer, AB T4P 3P7: Relocate before starting work (required)

Work Location: In person