Administrative Assistant 2

Description:

• administrative matters are organized and dealt with in a professional manner.
• Prepare documents including presentations, spreadsheets, correspondence, meeting minutes, and reports in an accurate and timely manner. Utilize a variety of software applications to ensure professional standards are maintained, relevant and current data is used and end product is appropriately and professionally formatted. Compile information into structured reports.
• Maintain a consistently updated and accurate appointment schedule for the senior leader and others as required. Coordinate meetings ensuring well-defined and timely agendas, identification of and notification to interested parties, compilation of background information and supporting materials and preparation of packages/summary documents to assist in decision making and meeting facilitation. Make catering, travel and accommodation arrangements. Attend meetings and in-services as required.
• Design and maintain filing and distribution systems for a variety of records and files including confidential information, such as personnel files, payroll files, financial information and other sensitive documents relating to the management of the Department using methods that can be easily accessible to assigned staff.
• Assist in budget development ensuring information is current and accurately compiled, monitor expenditures, ensure invoices are authorized to predetermined amounts and analyze and report variances for multiple departments/programs. Complete purchase requisitions/online purchasing and forward for processing and ensures invoices are authorized for payment and submitted for payment.
• Complete and submit timekeeping records, vacation entitlements and respond to related queries from departments such as Finance, Payroll and Human Resources.
• Provide work direction and guidance to support staff as needed to ensure administrative needs of the area are met.
• Participate in the development and maintenance of administrative and clinical policies and help to ensure all staff are aware of and adhere to policies and procedures.