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Job Responsibilities: Office Assistant III (2 Year Term)

Salary: 40000 Per Year

Company: Canadian Nuclear Laboratories

Location: Remote CA

INTRO

The Office Assistant assists the Department and members by coordinating and overseeing the operational and administrative support processes of the departmental activities to achieve commitments in a timely manner. The Office Assistant III is the process owner of the system/process and is responsible for enhancements and improvements to the system/process designs new templates/reports to meet future department needs


DUTIES

  • Database management; maintains hard and electronic copy filing systems and ensures efficient document storage and retrieval. Performs spreadsheet and database updates. May also involve elements of inventory management including the preparation of all shipping/purchasing documentation.
  • Organizes prioritizes assembles edits and formats technical documents to make them consistent accurate and valuable; expedites these when required to internal and external customers before the established deadlines. May also create templates for future use within the Branch management system.
  • Coordinates and monitors Branch workflows to ensure that established processes policies and procedures are adhered to. Acts independently and with Branch members to identify analyze and resolve issues with Branch processes. Develops and implements internal quality controls and standards for the Branch management system.
  • Acts as the main contact to answer a wide range of questions regarding a particular system/process and obtain and provide information and clarity to stakeholders within and outside of CNL ensuring timely and accurate response for this system/process.
  • Oversees the work of and/or trains junior new and casual Office Assistants or other Branch members to ensure continuity and consistency of work.
  • Queries and prepares various reports of some complexity in support of the Branch Manager and Branch Members.
  • Tracks financial data such as expenses against budget for the department and other projects as needed and reports on variances as per given guidelines.
  • Provides backup support to other sections or similar roles within the same section ensuring timely support to clients. Participates in special projects as required.

QUALIFICATIONS
Education/Experience

  • Successful completion of secondary school (Grade 12) with 4 years of related experience or college diploma in a related discipline (e.g. Office Administration) and one year of experience.

Abilities & Skills

  • Oral and written English communication skills are essential to write a variety of procedures letters and formal correspondences and to deal with internal and external client groups.
  • Knowledge of the correct usage spelling and punctuations of English and experience in editing reviewing and handling large documents.
  • Knowledge of Microsoft Office Suite for creation of basic Word documents formatting procedures exporting and running reports preparing presentations and corresponding using e-mail
  • Ability to work independently under minimal supervision and establishes own priorities to meet conflicting deadlines.

Job/Industry Specific Knowledge

  • Knowledge of CNL procedures and policies and best practices in administration.
  • Knowledge of office equipment such as printers fax machines photocopiers and scanners.
  • Knowledge of CNL’s business systems: Oracle 11i Management Financial Report Centre TRAK

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