Administrative Assistant

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Administrative Assistant
Job ID #2039
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Job Information

Positions Available

1

Closing Date

25 Apr 2024

Type

Permanent Full-Time

Location

Edmonton AB

Remote Option

None

Department

Facilities Management & Development

School

Facilities Management & Development

Campus

Main Campus

Detailed Job Description

In order to ensure your application is received by NAIT for thorough review and consideration, please apply directly through our Careers site at  www.nait.ca/careers

 

We are currently in search of a qualified Administrative Assistant to become an integral part of our expanding and welcoming workplace environment in Facilities Management & Development (FMD).  The preferred candidate will demonstrate proficiency, attention to detail, and adeptness in fostering and managing both internal and external relationships within the workplace and with stakeholders. The Administrative assistant will perform a variety of clerical, accounting, and project administration duties.  This role offers an exciting opportunity to contribute to the continued growth and success of our unit. 

This position is Administrative Support for various sections as assigned within Facilities Management and Development (FMD). Primary responsibilities include review, composition, and coding of invoices for accounts payable, processing of chargebacks and journal vouchers, Utility invoices, management of contract issuance, issuance of requisitions for goods, records management and provision of financial information and reports.

 

Key Responsibilities:

• Perform administrative support functions by creating and managing documents using word processing, spreadsheets, and database software.
• Manage the distribution, flow, and status of documents to ensure timely completion and delivery.
• Routinely execute various financial reconciliations
• Prepare and post journal voucher entries, prepare internal chargebacks.
• Receive and review payment documents and assess with accuracy all procedures and relevant information contained within the submission.
• Review incoming invoices, ode for manager’s review and approval, and forward to Accounts Payable for payment in a timely and efficient manner.
• Work with managers, coordinators, external vendors and Accounts Payable to resolve issues/anomalies with invoices, payments, etc.
• Reconciliation of sequential billings against contracts (construction and/or consultants)
• Utilize PeopleSoft software to search and obtain financial data and prepare journal entries. Process requisition requests and complete electronic receipt of goods as requested.
• Manage all back-up to support PeopleSoft entries.
• Generate financial reports and assist with operating accruals.
• Prepare meeting agendas & record minutes when required.
• Support reception as required.
• Perform general office administration duties as required.
• Create Work orders to document and track facilities maintenance efforts.
• Establish work priorities, and ensure deadlines are met and procedures are followed.
• Assemble data and prepare periodic and special reports, manuals, and correspondence.
• Act as a point of contact in support of ongoing administration of FMD wide projects.
• Open and distribute incoming regular and electronic mail and other material and coordinate the flow of information internally and with external agents / stakeholders as required.
• Collaborate with cross-functional teams, and external vendors to facilitate administrative progress and resolve any project administration issues or obstacles.
• Monitor timelines of document processing in accordance with applicable processes, procedures and legislation.

 

Skills & Abilities:

The successful candidate must have excellent interpersonal and communication skills with the ability to adapt, balance and prioritize conflicting requests, problem solve and manage a high volume of work on an ongoing basis.  The ideal candidate is A self-motivated individual who demonstrates high accuracy and attention to detail in their work.

 

Qualifications:

• Grade 12 Diploma
• 5 years of related experience
• Certificate or Diploma in Financial Accounting, Business, or Office Administration preferred.
• Proficiency with MS Office Suite
• Proficiency in PeopleSoft Finance preferred.
• An equivalent combination education and experience may be considered.

 

Remuneration: $44,256.94 - $57,140.72 annually, plus a comprehensive benefits package. (Classification – Administrative Support IV).                           

This position is covered by the Alberta Union of Provincial Employees (AUPE) Collective Agreement.                 

Please submit a resume and cover letter to be considered for this opportunity.

 

About NAIT

At NAIT, people matter. 

We’re proud to have been named one of Alberta’s Top Employers  for 13 consecutive years. Developing an engaging, supportive, and rewarding work culture is something we take seriously. We know that people are our biggest asset – they are what makes NAIT a great place to work.   

At NAIT, you are part of a community that makes a difference in the lives of students, staff and industry clients and partners. The NAIT culture reflects our shared values of respect, collaboration, celebration, creativity, and accountability. We are committed to equity, diversity and inclusion  and are a proud partner of the Canadian Centre for Diversity and Inclusion  and Pride at Work Canada.  NAIT is committed to advancing equity and cultivating inclusion throughout the hiring process. We especially encourage applications from Aboriginal and Indigenous people, Black and racialized people, gender and sexually diverse (2SLGBTQIA+ and women) people, immigrants, and people with disabilities.

 

What we offer

We’ve created a benefits package that focuses on health and wellness, professional and personal growth, recognition, and work-life balance.

NAIT is a flexible workplace and depending on the nature of your role, you may request flexible work arrangements with respect to where and when you work, including being on-campus full-time, working off-site, or a combination of the two. 

Employees also have access to excellent vacation time, paid time off between Christmas and New Year's, a strong recognition program, learning opportunities, 2 annual all-staff professional development days and so much more. 

 

Additional requirements

Applicants with education credentials earned outside of Canada who have not had them previously assessed should have their credentials evaluated by World Education Services or the International Qualifications Assessment Service  (IQAS)

www.alberta.ca/iqas-contact.aspx.

 

Accommodations

NAIT is an inclusive employer and strives to hire a diverse workforce. If you are contacted by us regarding a job opportunity, please don’t hesitate to contact us if you require any accommodation during the selection process. Please contact us via email at [email protected].

 

We thank you for your application, however, only those selected for an interview will be contacted.

#LI-SH1  #LI-Onsite  

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