Temporary Administrative Assistant 5 (up to 3 years)
Position Overview:
Under the general Superintendent, Asset & Energy Management, this position is responsible for the maintenance of precise, accurate records on maintenance and capital projects for the Asset and Energy Management Division.
Additionally, this position will require the following:
Review and Support budget analysis for all five operating budgets managed by the department.
Review and track Capital Work Plan Status.
Key Responsibilities:
Assists to ensure the financial accountability of the department(s) by working closely with the Finance and Procurement Departments and will be responsible for:
• Processing invoices, preparing requisitions and tracking expenditures on various operational activities.
• Reconciling petty cash, balancing and depositing daily cash, and recording entries.
• Administering the corporate credit card process for the division.
• Review and support budget analysis for all five operating budgets managed by the department as well as coordinate with the Finance and Asset and Energy Management staff to address concerns or issues related to the operating budgets.
• Review and track Capital Work Plan status and support staff to address financial issues or concerns such as processing payments, contract documents, processing purchase orders, etc.
Maintain records pertaining to expenditures for all City-owned and leased facilities; capital and maintenance projects by:
• Maintaining financial and costing records for the purchase of equipment, goods and labour.
• Entering requisitions, receivers and other information pertaining to purchase orders.
• Corresponding with vendors and contractors.
• Recording estimates and other invoice information on spreadsheets.
• Creating and submitting maintenance reports with accompanying communication, as required.
Ensures the applicable Service Area is provided with a variety of clerical and administrative services by:
• opening, sorting and distributing mail, facsimiles, and e-mails.
• performing general office duties as required, including keyboarding, filing and photocopying.
• taking and distributing minutes of meetings.
• providing information, directing inquiries and answering telephone inquiries.
Essential Qualifications:
• Sound knowledge of the accounting procedures
• Considerable experience and training in purchasing procedures and documentation.
• A proficiency level of knowledge of Microsoft Office Systems.
Certification:
• Must be security cleared.
• Proficiency and level of knowledge in Microsoft Office Systems.
Education:
A college diploma in Business Administration, university Business Certificate I and II, or an equivalent program is required.
Experience:
• Minimum 2 years progressive experience in administration including accounting and budgets, funding agreements, work order system, etc.
• Self-motivated, goal-oriented individual capable of working in a dynamic and challenging work environment.
The successful applicant may be eligible to participate in a Flexible Time Options Program which includes the option of working a 4 or 5-day work week, subject to business requirements.
Equal Opportunity Employer:
We are an Equal Opportunity Employer. We are committed to building a workforce that reflects the diversity of the communities in which we live and which we serve. We encourage and support applications from Indigenous persons, persons with disabilities, and members of visible minority groups. Candidates who belong to such groups, who are qualified, will be given preference at the time of selection.
Applications will be accepted through our online system only. Qualified applicants should submit their cover letters and resumes to:
City of Saint John
Attn: Hiring Committee
www.saintjohn.ca (careers/employment opportunities)