Administrative Assistant

Job city: 
Job region: 
Greater Toronto Area
Application Deadline: 
Wednesday, May 29, 2019 - 5:00pm
Job terms: 


Established in 1971, Albion Neighbourhood Services (ANS) is a non-profit/charitable organization that works in partnership with the community to enhance peoples’ lives through the delivery of programs, services and supports that are engaging, accessible and responsive.

Position Summary:

The Administrative Assistant provides all necessary administrative supports to the Executive Director, Designate and Bookkeeper. The Administrative Assistant ensures effective administrative operations of Albion Neighbourhood Services (ANS), consistent with ANS policies and procedures. This position will report to the Executive Director and/or, Designate.


Administrative Responsibilities:

  • Provides administrative support to the Executive Director, Designate and Bookkeeper
  • Prepares documentation/packages and refreshments for Board, Committees and staff meetings
  • Attends and actively participates in all relevant meetings
  • Develops correspondence, reports and other documents as requested
  • Creates, maintains and updates personnel files of all staff, volunteers, Board members, and service locations
  • Files and maintains confidential records
  • Develops, maintains and updates supply inventory
  • Coordinates maintenance of office equipment
  • Assists staff with any administration/benefits matters
  • Prepares and records control of charitable receipts
  • Responsible for mail distribution, preparing outgoing mail and making shipping/courier arrangements
  • Ensures maintenance of sites (e.g. repairs, pest control)
  • Assists in the coordination of cell phone contracts/cell phone repairs etc. in supporting the IT Manager
  • General clerical duties including photocopying, scanning, emailing, filing, faxing and mailing when necessary
  • Other duties as assigned

Personnel, Payroll and Banking:

  • Collects staff timesheets weekly and coordinates assistance
  • Processes regular, vacation and sick time reports for all staff
  • Processes, balances and reconciles all payroll and benefits
  • Plan administrator of benefits, insurance and LTD
  • Clarify and liaise with the bookkeeper to ensure accuracy of accounts
  • Processes, maintains and organizes all employee forms (separation, T4’s, etc.)
  • Balances monthly remittance to insurance carrier
  • Responsible for the management/caretaking of staff HR files
  • Receives all ANS bills and expenses so that they can be journaled/paid out
  • Reviews and verifies invoices and requisitions for disbursements
  • Ensures all disbursements are backed up with receipts and/or requisition forms
  • Prepares monthly invoices using ‘Simply’ accounting software, ensuring proper coding
  • Produces and submits cheques to the appropriate individual for signature
  • Sorts, picks up and mails cheques using postage meter
  • Abides by Financial Policies and Procedures
  • Prepares personnel contracts according to funding and budget, upon approval by the Executive Director
  • Responsible for the on-boarding/off-boarding of staff. This includes the distribution of employee packages, confirming completion of packages, creating HR files and scanning/forwarding packages to the finance department for payroll purposes
  • Registers new staff/ volunteers
  • Processes and submits Police Checks for staff/ volunteers
  • Reconciles and prepares monetary transactions for deposit by bookkeeper


  • Diploma or, degree in administration or equivalent work experience
  • Proficiency in MS Office, with expertise in Microsoft Word and Excel
  • Detail oriented and comfortable working in a fast-paced office environment
  • Exceptional customer service, interpersonal and communication skills
  • Excellent organizational and time management skills
  • Ability to work well in both, an independent and team environment.

Salary: $42,000 - $47,000
Hours per Week: 37.5

How to Apply:

All interested candidates are asked to submit a copy of their cover letter and resume by Wednesday, May 29th, 2019 at 5:00 p.m. to:

Attention: Lisa Kostakis, Executive Director


Albion Neighbourhood Services welcomes and encourages applications from people with disabilities. Accommodations are available on request for candidates taking part in all aspects of the selection process.

Albion Neighbourhood Services in an equal opportunity employer.

Thank you to all applicants for their interest in our organization, but only those selected will be contacted for an interview.