Job Title: Office Administrator Department Financial Services
Reports To: Chief Financial Officer
Job Classification: ☒ Non-Management
FTE % 1.0 FTE – FT – Permanent Pay Band/Grid $60,000 – 70,000
Benefits
1. Health & Wellness
☒ Extended Health, Allied Medical Services, Prescription
☒ Life Insurance
☒ Accidental Death and Dismemberment
☒ Dental
☒ Vision
☒ Short-Term Disability
☒ Long-Term Disability
2. Pension Plan
☒ Defined Benefit Pension Plan (MPP)
3. Training and Professional Development
☒ Support for Professional and Technical Certificate Renewal
☒ Support for Tuition Reimbursement
SCOPE
The Office Administrator plays a crucial role within the administrative team, ensuring the smooth
and efficient functioning of all office operations. Acting as the central point of contact for both
internal and external stakeholders, this position is responsible for managing a broad range of duties
that are vital to the organization’s day-to-day success.
Key responsibilities include but are not limited to coordinating or overseeing front desk and
reception functions, handling incoming calls, mails/package, supporting the finance department
including payroll, coordinating basic IT and security access control functions, preparing meeting
minutes, event logistics coordination, and responding to inquiries promptly and professionally.
Additionally, they provide high-level executive administrative support to senior leadership, which
includes managing schedules, coordinating meetings, preparing documents, and ensuring that
tasks are completed efficiently and on time.
The Office Administrator is a versatile and highly organized professional who ensures that office
operations run smoothly and efficiently. Through their multitasking capabilities, attention to detail,
and commitment to supporting the administrative needs of the organization, they contribute
significantly to the overall productivity and success of the team.
The core job duties include:
Front Desk and Reception
• Answering, screening, and directing phone calls, emails, and correspondence to the
appropriate departments, ensuring professional communication standards.
• Handling general inquiries by providing accurate and relevant information about the Village
operations.
• Managing incoming and outgoing mail, packages, and deliveries, ensuring timely
distribution to the appropriate individuals or departments.
• Coordinating security access control systems including alarm systems, security fobs, and
camera systems.
• Maintaining the reception area’s organization and cleanliness to create a professional
atmosphere.
Executive/Council Administrative Support
Under the direction of the Chief Administrative Officer, the Office Administrator provides support in
the following areas:
• Assisting with drafting correspondence and preparing documents.
• Attending council meetings and taking detailed, accurate minutes, capturing key
discussions, action items, and decisions.
• Ensuring minutes are reviewed, finalized, and distributed to council members and other
relevant stakeholders promptly after the meeting.
• Maintaining a record of resolutions adopted by Council.
• Where requested, coordinating meeting logistics, including room setup, equipment needs,
and any necessary catering arrangements.
• Ensuring that meeting materials (agendas, reports, notices, etc.) are distributed in advance,
posted online and in public notice places.
• Supporting the Corporate Officer and Chief Financial Officer in ensuring record
management responsibilities are addressed.
Finance Administration
Under the direction of the Chief Financial Officer, the Office Administrator provides support in the following areas:
• Assisting in preparing, generating, and issuing accurate invoices and tax notices under the
direction of the Chief Financial Office and in accordance with established policies.
• Following up on outstanding invoices, tracking payment statuses, and coordinating overdue
accounts.
• Reconciling discrepancies between issued invoices and received payments, resolving
issues with vendors or customers.
• Processing accounts payable by verifying, entering, and paying vendor invoices.
• Preparing and processing electronic fund transfers (EFTs), checks, and wire transfers for
payment.
• Ensuring that all payments are authorized and supported by appropriate documentation.
• Monitoring and managing the schedule of payments to ensure they are made within the
required deadlines.
• Reconciling company credit card and expense reports, ensuring compliance with company
policies.
• Working with department heads to ensure the proper coordination of receipts and expense
claims processing.
• Preparing journal entries for expense corrections and accruals when necessary.
• Maintaining accurate and up-to-date financial records and documentation, including
receipts, invoices, statements, and reports.
• Entering financial data into accounting systems or software (AMAIS), ensuring all
transactions are properly recorded.
• Assisting with the archiving and filing of financial documents, ensuring they are organized
and accessible for audits or reports.
• Monitoring accounts to ensure that discrepancies are identified and rectified in a timely
manner.
• Performing monthly reconciliations of bank accounts, credit card accounts, and petty cash.
• Investigating and resolving any discrepancies or variances between bank statements and
internal records.
HR/Payroll/Benefits Administration
• Collecting and verifying employee timesheets and ensuring payroll accuracy.
• Accurately calculating and processing wages, salaries, overtime, and deductions in line
with the Village’s policies, employment contracts, and Employment Standards Act.
• Ensuring timely payroll processing and verify working hours, PTO, and other payroll data.
• Assisting in processing payroll, including entering data into payroll systems, generating
payslips, and addressing employee payroll queries.
• Ensuring compliance with tax regulations, benefits deductions and administration.
Communications
• Overseeing the coordination of the Sayward Newsletter.
• Supporting the development of content creation on behalf of the Village.
• Coordinating the Village’s communication platforms including but not limited to updating
the website, YouTube channel, and print material.
Other
• Provide assistance during the local elections for the Village as required.
• Provide assistance including but not limited to serving within the Villages Emergency
Operations Centre in preparation for, during, or in response to an emergent situation
affecting the Village.
• Other duties as may be assigned from time to time.
The ideal candidate will have:
• Highschool diploma or equivalent required.
• Certificate, diploma, or other post secondary education in the area office administration,
business, finance, or related field would be considered a strong asset.
• Minimum three (3) years’ direct experience with office administration in a fast-paced
environment, preference will be given to municipal experience.
• Sound analytical thinking, exercise of professional judgement, planning, prioritization, and
execution skills.
Skills:
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Strong proficiency and experience in Microsoft Office Suite (Word, Excel, Outlook, Teams,
PowerPoint).
• Working knowledge of and experience with AMAIS financial software is a strong asset.
• Basic understanding of IT systems and ability to liaise with IT professionals.
• Strong attention to detail and problem-solving skills.
• Ability to maintain confidentiality and handle sensitive information.
Key Competencies:
• Professional demeanor with strong interpersonal skills.
• Ability to prioritize tasks and meet deadlines in a fast-paced environment.
• Strong customer service orientation.
• Capable of working independently and as part of a team.
