a.

performing secretarial and clerical duties such as - typing, minute taking, filing,
photocopying, faxing, and taking messages; b. providing reception duties by receiving all
in-coming telephone calls and directing call appropriately, and being aware of all
employee whereabouts and requested information when an employee(s) is not
available; c. recording daily attendance of employees at the Unit using the appropriate
legend codes and verifying same with the District Child Welfare Service Manager, d.
maintaining filing system and ensuring the security and confidentiality of client files and
information; e. distributing incoming mail, opening, date-stamping, and directing
appropriately; f. preparing out-going mail at the end of each working day; g. providing
accurate and efficient typing services for employees, i.e. memos, letters, reports,
progress notes, discharge summaries, etc.;
b. h. maintaining the photocopier to ensure that it is operational and arranging for repairs
as may be required; ensuring employees using the photocopier are familiar with its
operation; i. maintaining and keep tidy the reception area, coffee room and family room
at all times; j. ensuring appointment log for the meeting/conference rooms are kept up-
dated and that the appropriate persons are advised of any changes; k assisting
employees in the scheduling and planning of meetings/conferences and business travel;
l. maintaining office supply stock, ordering supplies through the Property and
Purchasing Clerk as required, ensuring all employees are notified when supplies may be
requisitioned and delivered; m. assisting the District Child Welfare Service Manager in
ensuring there is telephone coverage in the Administrative Assistant’s absence; assisting
in ensuring telephone answering service/relief employee is on during lunch, after hours,
weekends and holidays; n. recording petty cash receipts and ensuring checkbook/bank
account is updated and reconciled/reimbursed as needed; o. assisting in the preparation
and record keeping of purchase orders; p. maintaining booking/sign-out of audio-visual
equipment, child car seats and other office/child care equipment; q. ensuring the
agency vehicle is regularly maintained; submitting gas receipts/mileage forms to Head
Office as required.
c. As a representative of Dilico, the Employee is responsible for: a. reflecting and
interpreting the Agency Vision, Mission and Core Values in his/her own work with
enthusiasm and commitment; b. acting in accordance with relevant legislation and
Agency Policies, Standards and Procedures; c. proposing changes within Dilico that
would improve the quality of service to Anishinabek children, families and communities;
d. developing and maintaining respectful, cooperative working relationships to
contribute to the integrated, seamless delivery of services to Anishinabek children,
families and communities; e. understanding his/her role and responsibility in
maintaining a safe workplace and reducing workplace injuries; f. applying Anishinabek
culture, values, traditions and teachings into programming where possible;
The Administration Officer is responsible for maintaining day to day financial,
accounting,administrative and personnel services in order to meet requirements and
support service operations.

SCOPE :

The Administration reports to the Finance manager/Sr.Administration Officer or in

some company's to HR Manager and is responsible for assisting with preparation of
financial statements, maintaining cash controls supervising the payroll and personnel
administration(Attendance,Leaves,Employee benefits,) purchasing, maintaining
accounts payable and managing office operations. The Administration Officer must
work within municipal policies and procedures and in compliance with all Territorial
Acts and Legislation.

Failure to provide adequate services may result in lost or misused revenues, inaccurate
financial statements and financial mismanagement for employees, contractors and
suppliers if the payroll and/or accounts payables are not processed in an accurate and
timely manner.

RESPONSIBILITIES :

1. Administer and monitor the financial system in order to ensure that the municipal
finances are maintained in an accurate and timely manner
Main Activities

 Assist with preparation of the budget

 Implement financial policies and procedures
 Reconcile the general ledger
 Prepare and reconcile general bank statements
 Establish and maintain supplier accounts
 Ensure data is entered into the system
 Ensure transactions are properly recorded and entered into the computerized
 accounting system
 Prepare income statements
 Prepare balance sheets
 Assist with the annual audit
 Maintain financial files and records

2. Oversee the accounts payable and accounts receivable systems in order to ensure
complete and accurate records of all moneys
Main Activities

 Ensure the safeguarding of all municipal funds

 Issue, code and authorize purchase orders
 Reconcile the accounts payable
 Reconcile the accounts receivable
 Reconcile weekly deposits
 Manage distribution of utilities bills and collections of accounts

3. Administer employee files and records in order to ensure accurate payment of

benefits
and allowances
Main Activities

 Administer employment agreements

 Verify and report on benefits payments
 Maintain the leave management system
 Review remittances
 Supervise completion of the payroll
 Review payroll reports

4. Supervise administrative services within the municipal office

Main Activities

 Manage the filing, storage and security of documents

 Respond to inquiries
 Manage the repair and maintenance of computer and office equipment
 Maintain insurance coverage’s
 Issue permits and licenses
 Supervise the lands program
 Supervise customer services and respond to customer inquiries
 Assist with preparation of Bylaws
 Assist with preparation and advertising of contract documents
 Administer contracts
 Interacting with Labour Department,ESI,PF,Registration,Professional Tax and other
statutory matters.

To ensure general office administration and attendance of personnel. To take care of

reimbursement claims of personnel, viz proper checking of Traveling, Conveyance,
Telephone/Mobile Phone Exp bills etc, ensure control and timely payment of the same
after approval of the competent authority. To check suppliers’ bills and forward only
authorized bills to accounts dept for payment. Vendor contract,Renewal of
contracts,AMC of contracts,Bills verification,Bills certification,Followup of Bills.

Keeping details of all petty cash expenses with proper approvals from Director.
forwarding details of all expenses to Accounts team. Booking the Venue, arranging for
any specific requirements, Food and Beverages, sending attendance, venue payments
and follow-up

Account opening for new joiners.

Procurement and maintenance of office equipments/furniture/fixtures, to ensure their

serviceability and AMC. Procurement and issue of stationery to various divisions and
maintain their proper records and maintenance of sundry eqpt like mobile phone,
telephone, calculators etc. To maintain proper record of company assets issued to
marketing personnel and ensure accountability. To ensure general office maintenance
like, housekeeping, pest control, hygiene, electrical and mechanical, sanitary and
plumbing, space management, minor repairs (Carpentry, masonry, furniture, painting
etc.). To deal with vendors/service providers like suppliers, courier, manpower
consultants etc. To take care of legal cases and their proper follow-up. To ensure
statutory liabilities and timely renewal of Trade Licence, Property Tax etc. Peon
management.

a. competence in typing, dicta-typing and word-processing skills (Microsoft Word) and

filing; b. proficiency in transcribing dictation or typing of handwritten work; c.
experience in Penlieu Data System and Lotus Notes an asset; d. excellent spelling,
punctuation and general grammar; e. ability to collaborate with other persons and
facilitate planning and action; f. ability to work as an integral member of a team and
work with little or no supervision as may be required; g. ability to follow direction and
work effectively under pressure; h. good planning, organization, problem-solving,
decision-making and liaison skills; i. good interpersonal, written and oral communication
skills; j. ability to maintain confidentiality; k. ability to work within the policies,
 standards, procedures and the vision, mission and core values of Dilico Anishinabek
Family Care;

Responsibilities • Prepare, proof and edit documents, correspondence, spreadsheets and

reports as directed ensuring accuracy and meeting all established deadlines. • Answers and
direct phone calls, take messages, and field/answer all routine and non-routine questions. •
Serve as office manager to include responsibility for office supplies, secure maintenance of
office equipment, establish and maintain filing system, sort and direct mail, and maintain an
accurate calendar. Providing high quality customer service using professionalism,
confidentiality, and good judgment is required. • Prepare, coordinate and organize meetings as
required to include room reservations, notification to members, and distribution of meeting
materials and minutes. • Assist in insurance and risk management assignments including
monitoring, reviewing and collecting Certificates of Insurance. • Prepare travel arrangements as
required. Prepare and process monthly expense reports. • Monitor purchase agreements,
contracts, multiple accounts, and perform other basic accounting tasks ensuring accuracy and
meeting all established deadlines. • Manage the key control system which includes maintaining
the key log system and key cabinet. • Process room reservation requests and facilitate access
control. • May occasionally be required to utilize personal vehicle for University business. •
Other duties may be assigned.

You have to work for store & purchase department, House Keeping Department & Event
activities.

 Logistics department (COD Processes).

 You have to Design and implement office policies & establish standards and
procedures.

 You have to Plan and implement office systems, layout and equipment procurement &
maintain office equipment.
 You have to Organize office operations and procedures.

 You have to Assign and monitor clerical and secretarial functions, supervise staff &
evaluate their performances.

 You have to Meet staff requirements, needs and resolve their problems, support to HR
Department.

 You have to Maintain all databases including financial and staff reports & prepare
expenses budget and operate within its limits.

 You have to Maintain and replenish inventory, check stock to determine inventory
levels & anticipate needed supplies, verify receipt of supply, Co-ordinate with agencies,
organizations and groups.

 Directly supervises office support staff. Responsibilities include: interviewing, hiring,

and training employees; planning, assigning and directing work; appraising
performance; addressing complaints and resolving problems

An admin manager extends administrative support to departments dealing with the task
of editing, typing, mailing, and filing.

He keeps an account of the documentation details and every kind of information

relating to products, sales, support, and cost of the company.

He must possess good observation power. He monitors the work of back office
personnel and supervises the performance of his assistants, clerks, coders, typists, and
other members of the organization.

He is responsible for scheduling meetings, checking product quality, and deadlines of

his subordinates.

He is answerable to interoffice queries and ensures that there is effective

communication of operational data to the management section.

He provides support to other departments of the organization and manages projects of

the company.

He has the responsibility of reviewing and managing office budget and expenditure.
Admin manager is also responsible for training his subordinates and evaluating their
performance as they participate in growth of the organization.

He analyzes the attendance and regularity of employees in the organization.