Temporary Finance & Administrative Services Assistant

This is a temporary position expected to last approximately 3–6 months.

Schedule

Scheduled Monday–Friday, with 8-hour workdays. Some flexibility in the schedule may be available based on business needs.

About the role

Under the routine supervision of the Director of Finance and Administrative Services, performs a variety of secretarial and departmental administrative functions such as typing, PC/word processing, recordkeeping, and filing. Requires some judgment in applying well-established procedures and methods, such as completing detailed forms, recording complex data, and performing routine typing.

Responsibilities

• Produces a variety of documents on the PC including:
  • Spreadsheets and graphs
  • Forms
  • Minutes
  • Purchasing transactions
• Assists with administration of the Procurement Card Program. Tasks include assisting employees with issues, processing reports, and communicating with bank support staff.
• Processes employee expense reports every month, matching receipts and solving any issues that may arise (e.g., tax charged in error, missing receipts, processing reports).
• Maintains documents and all Department of Finance and Accounting contracts.
• Orders supplies, performs routine maintenance, and places service calls for department copiers.
• Performs receptionist duties for the Finance Department, answering calls and distributing messages as required.
• Scans documents electronically for the Finance Department.
• Runs errands for the Finance Department and makes bank deposits.
• Assists with other departmental tasks as required.
• Performs any other related duties as required or assigned.

Requirements

• Up to 18 months of education and training beyond the high school level.
• Strong word processing skills and the ability to use a variety of office equipment such as calculators, copiers, fax machine, computer, Microsoft Office, spreadsheets, etc.
• Good telephone and communication skills.
• Valid driver’s license.
• Six to twelve months of administrative experience including typing, filing, computer/data entry, recordkeeping, etc.