Administrative Affairs Assistant

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Job Summary:

Under the direction of the immediate supervisor, administers matters related to staffing and accounting. Performs accounting functions. Completes personnel forms, maintains records, and monitors procedures. Provides explanations and resolves problems.

Primary Responsibilities:

• Verifies, maintains and updates accounting records for the unit. Monitors and reconciles accounts, statements, and reports. Identifies and analyses discrepancies and errors. Makes corrections, processes adjustments, and follows up on problems. 
• According to established procedures, is responsible for invoicing and collection of accounts for services such as faxing, long distance calls, photocopying and others. Handles cash. Prepares deposits.
• Uses word and data processing software. Updates computerized applications and participates in their development.
• Composes correspondence relating to the activities of the position. Types various documents such as letters, reports, statistical tables and administrative forms.
• Participates in meetings of an administrative nature, records decisions, and follows up as required.
• Ensures proper maintenance of unit’s filing system. Applies archiving procedures.

The list of duties and responsibilities outlined above is representative and not a complete and detailed list of tasks which may be performed by an employee whose position has been matched to this generic job description.

Other Qualifying Skills and/or Abilities:

Accurate with superior attention to detail to ensure integrity of information. Customer focused and service oriented, assisting all clients with tact and diplomacy. Excellent proven customer services skills. Proven organizational skills and ability to prioritize and multi-task accurately and efficiently. Demonstrated ability to understand, apply, and communicate financial policies, and University policies and procedures. Demonstrated ability to clearly receive, retain, and transmit information. Proven ability to work autonomously and as a member of a team. Demonstrated ability to take initiative, problem solve, and ability to work under pressure. Ability to receive, package, and ship material across the globe. Demonstrated ease with technological applications with a proven ability to work in a PC environment using MS Word, advanced Excel and Outlook, Banner (SIS, and FIS), Adobe Professional and Minerva. English, excellent spoken and written skills required. French spoken.

Minimum Education and Experience:

DEP – Office Systems 3 Years Related Experience / DEP – Secretarial Studies

Hourly Salary:

(MUNACA Level 08E) $22.35 – $30.83

Hours per Week:

33.75 (Full time)

Supervisor:

Finance Administrator

Position End Date (If applicable):

2023-10-31

Deadline to Apply:

2022-10-02

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, accessibilityrequest.hr@mcgill.ca .