Operations Assistant - Jobs in Portage la Prairie, MB

Job Description

Portage la Prairie Regional LibraryOperations AssistantThe Portage la Prairie Regional Library provides accessible, innovative library and information services to Portage la Prairie. We’re seeking a permanent team member to provide responsible and efficient administrative support. This position has responsibility for various programs and functions; performs clerical, standard and advanced office operational tasks; ensures smooth running of the office, and coordinates various communications and activities among the Leadership team, Department and municipal staff, vendors, and the public.This position has a set schedule of 25 hours per week, including Saturdays and evenings. Time designated for specific duties may fluctuate based on scheduling needs and requirements of administrative cycles. This will be from 20-40% public facing operations, 20% special projects, and 40-60% administrative time.Knowledge· Organization, time management and standard office procedures.· The use of the English language for editing and composing written communications, with professional spelling, grammar and punctuation.· Office methods and equipment including computer operations and Microsoft Office software such as Word and Excel.· Record keeping principles and procedures.· Business accounting and mathematics.Competencies, Skills, and Abilities· Exercise effective judgement and independent decision-making capabilities.· Data entry, retrieval and keyboarding skills including use of standard office equipment and Windows.· Strong interpersonal skills, ability to work effectively as a team member, deal with the public, and handle problems as they arise.· Flexibility, with the ability to adjust priorities and handle multiple projects concurrently.· Exercise judgment, in accordance with parameters set by manager.· Maintain confidentiality of sensitive information.· Explain policies, rules and regulations.· Determine work priorities, work independently in the absence of supervision and follow through on tasks.· Analyse situations carefully and adopt effective course of action.· Establish and maintain cooperative working relationships with those contacted during the course of work.· Careful attention to detailDuties· Reconciles vendor statements, utilities, and banks accounts. Posts to and balances ledgers, process payments and compiles monthly reports, as well as year-end reconciliations.· Compile, maintain and complete HR & Payroll data entry, ensuring accuracy.· Generate, receive and maintain confidential and sensitive records, information and reports and ensure security of files.· Relieve supervisor of routine actions involving personnel, budget and administrative functions not requiring their immediate attention.· Assist in the preparation of departmental reports by gathering, organizing, and summarizing information from a variety of sources.· Screen telephone calls, incoming mail, publications, and other correspondence, identifying priority items.· Respond to routine inquiries using standardized formats, and use judgment to refer unusual or complex inquiries to supervisor.· Assist with library circulation duties including front desk shifts, circulation duties, shelving, and aiding library patrons.· Conduct special projects and other related duties as assigned.Minimum Qualifications· Over 18 years of age· Excellent oral and written communication skills· Ability to lift up to 40 lbs· Proficient in the use of computers and Microsoft Office Suite· Equivalent to completion of the twelfth grade including or supplemented by specialized administrative or secretarial training and/or college level course work.Preferred Qualifications· Two years of administrative clerical experience involving public contact and primary support to an individual or department· 2+ years’ experience in Canadian payroll and Sage 50 Pro Accounting software· Previous experience with General Ledger reconciliations is an asset· Experience grant writing, tracking grant requirements, and preparing reports consistent with requirements, for progress and paymentsThis position reports to the Operations Manager. Starting wage is $16.49 per hour and is eligible for benefits after successful completion of a six-month probationary period. Criminal record and vulnerable sector registry checks will be required from the successful candidate. The Portage la Prairie Regional Library is an equal opportunity employer, and will provide reasonable workplace accommodations.Applications for this position will be accepted until September 10th at 4pm. Only candidates chosen for interviews will be contacted. If you are interested in this opportunity, please email your cover letter and resume to usJob Types: Part-time, PermanentPart-time hours: 25 per weekSalary: $16.49 per hourBenefits:

• Dental care
• Disability insurance
• Extended health care
• On-site parking
• Paid time off
• Vision care

Flexible Language Requirement:

• French not required

Schedule:

• Day shift
• Evenings
• Every Weekend

COVID-19 considerations:Curbside pick available, surfaces frequently cleanedAbility to commute/relocate:

• Portage la Prairie, MB: reliably commute or plan to relocate before starting work (required)

Application question(s):

• Are you available to work Saturdays from 10-2

Education:

• Secondary School (preferred)

Experience:

• Administrative & Receptionists: 2 years (preferred)

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