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General Description

Working under the direction and supervision of the Town Manager/Clerk, the Office Administrator provides administrative support to senior managers and the Bishop's Falls Town Council. He/she is also responsible, among other things, for the administration of the Town's insurance policies, employee benefits program, payroll, and accounts payable.

Specific Duties and Responsibilities

• Issuing Purchase Orders within the parameters of the Purchase Order Protocol. The Office Administrator completes periodic and regular quality control audits of the purchase order system to measure compliance with policy. Upon conclusion of the audit, the Office Administrator prepares a report for the Town Manager/Clerk.
• Filing correspondence, reports, minutes, invoices, and other documents of this nature. The Office Administrator maintains the Town's filing system.
• Receiving, entering and processing invoices. This includes matching purchase orders to invoices (reviewing same to ensure compliance with authorized expenditures) and posting expenditures to the appropriate accounts. Other duties involve ensuring invoices are accurate and that payments are not issued until all appropriate documentation is in place (i.e., purchase order, invoice, and shipping order).
• Preparing accounts payable reports for the Town Manager/Clerk, Council and the Finance Standing Committee.
• Issuing cheques to vendors for payment of invoices.
• Registering permit applications in the Town's workflow management software (Monday.com) and issuing permits to applicants once approved.
• Working with the service provider regarding the payroll function. This involves submitting time sheets, ordering records of employees, etc.
• Maintaining payroll records for all employees in accordance with the Collective Agreement and Council policies. This includes, among others as determined by the Town Manager/Clerk, seniority standing, sick days, vacation days, casual hours, and overtime. The Office Administrator ensures leave is being utilized according to the Collective Agreement and Council policies. This involves conducting quality assurance audits on a regular basis and submitting reports to the Town Manager/Clerk.
• Verifying bank deposits.
• Sorting and distributing mail (incoming and outgoing) on a daily basis.
• Administering the Town's insurance policies. This includes reviewing annual renewals (and advising the Town Manager/Clerk of changes), filing claims, working with adjusters, etc.
• Administering the Town's employee benefit programs. The Office Administrator ensures remittances are forwarded to the appropriate agency and that benefits are being utilized according to policy. Furthermore, he/she will file claims (where necessary) and advise employees of the benefit program.
• Completing and filing Workplace Health and Safety documents.
• Arranging employee training.
• Serving as secretary for the Town's Occupational Health and Safety Committee and its Labour Management Committee. This involves preparing agendas, minutes, issuing correspondence, completing reports, etc.
• Planning and implementing the Memorial Day ceremony and assisting with the planning of other events as assigned by the Town Manager/Clerk.
• Maintaining office equipment and supplies.
• Providing administrative assistance to the Town Manager/Clerk. This will involve conducting research, preparing reports, designing spreadsheets, maintaining databases, writing correspondence, etc.
• Processing residential complaints in accordance with established policies and procedures. In essence, the Office Administrator is required to implement and oversee the Complaint Policy and Procedure.
• Completing correspondence arising from Council and Standing Committee meetings.
• Completing deposits for the Town's capital works and gas tax accounts.
• Other related duties as assigned by the Town Manager/Clerk.

Knowledge, Skills and Abilities

• Knowledge of business principles and transactions.
• Knowledge of municipal (public) administration.
• Knowledge of government structures and processes.
• Ability to communicate effectively.
• Ability to be creative and analytical (critical thinking).
• Extensive computer skills (Word, Excel, etc.).
• Ability to organize and multitask.
• Ability to listen and to accept criticism.

Work Environment

At times, the Office Administrator must deal with difficult situations; however, at all times a professional demeanour must be maintained, and each situation must be treated in an orderly manner. The Office Administrator performs his/her duties from an office environment.

Minimum Qualifications

• A diploma in business administration (executive or general).
• Other combinations of education and work experience will be considered.

Employment Term

The employment term is linked directly to the incumbents' maternity leave. As such, no specific term can be defined at this time.