(PERMANENT FULL TIME) ADMINISTRATIVE ASSISTANT 1 - FINANCE, PAYROLL, PURCHASING

Ontario Shores Centre for Mental Health Sciences•Whitby, ON

About The Position

The Administrative Assistant, Finance, Payroll & Purchasing provides high-level administrative, operational, and coordination support to the Director of Finance and the Finance leadership team. This role ensures the efficient day-to-day functioning of the Finance office through strong organizational skills, attention to detail, and proactive support. The incumbent works collaboratively across departments, handles confidential information with discretion, and supports reporting, meetings, and process improvement initiatives.

Requirements

Diploma or Certificate in Office Administration, Business Administration, or a related discipline.
Minimum of three (3) years of progressive administrative experience in a professional office environment.
Advanced proficiency in Microsoft Office applications (Word, Excel, PowerPoint, Outlook) and familiarity with electronic document management systems.
Strong keyboarding and data entry skills with a high degree of accuracy.
Ability to work occasional flexible hours as operational needs require.
Physical ability to perform the essential duties of the position.
Proven record of reliable attendance and punctuality.
Excellent written and verbal communication skills with strong grammar, spelling, and proofreading abilities.
Exceptional organizational, time-management, prioritization, and attention-to-detail skills.
Strong interpersonal skills with the ability to work effectively as part of a multidisciplinary team.
Sound judgment and the ability to work calmly and accurately under pressure.
High level of professionalism, discretion, and integrity when handling confidential information.
Analytical and problem-solving skills with a proactive and solutions-focused mindset.
Adaptability, flexibility, and willingness to learn new systems, tools, and processes.
Working knowledge of basic financial terminology and concepts.

Nice To Haves

experience supporting Finance or senior leadership is an asset.
Knowledge of MEDITECH financial modules and UKG Pro and Workforce Management an asset

Responsibilities

Provide comprehensive administrative support to the Director of Finance and department leadership, including calendar management, meeting coordination, and correspondence.
Prepare, format, and proofread reports, presentations, briefing notes, agendas, and meeting minutes.
Manage electronic and paper filing systems to ensure accurate, timely, and secure information retrieval.
Coordinate internal and external meetings, including scheduling, logistics, materials preparation, and follow-up actions.
Act as a first point of contact for the Finance department responding to routine inquiries, directing issues appropriately and ensuring timely responses.
Receive, review, and distribute incoming correspondence and invoices while maintaining confidentiality and professionalism.
Liaise with internal departments and external stakeholders to support Finance initiatives and workflows.
Support Finance, Payroll, and related teams with routine administrative processes, data entry, document tracking, and report distribution.
Maintain and validation of records related to vendor information, signing authorities, contracts, and departmental documentation.
Assist with the preparation of senior management, executive, and Board-related materials as required
Enter, update, and maintain scheduling and timecard information for the Finance & Payroll departments, in the organization’s workforce management system, ensuring data integrity and adherence to established deadlines.
Perform vendor validation activities, including verifying vendor documentation, maintaining accurate vendor master records, and supporting internal controls to prevent duplicate or fraudulent payments.
Administer the procurement card (P‑Card) program for the Finance department, including card issuance and cancellation, monitoring approvals and transactions for compliance, reconciling monthly statements, tracking required documentation, and following up on discrepancies.
Provide guidance to employees on procurement card and Business Travel claim policies, approved expenditures, and required documentation, escalating issues as appropriate.
Administer user access controls for the organization’s office‑supply account, including onboarding and offboarding users, maintaining current access lists, and ensuring access aligns with role‑based authorization
Coordinate and maintain Finance department records retention practices in accordance with records retention policies and schedules.
Handle sensitive and confidential financial and personnel information with discretion and professionalism.
Identify opportunities to improve administrative processes, tools, and workflows to enhance efficiency.
Recognize and report patient, staff, and environmental safety concerns and participate in preventative or corrective actions within the scope of the role.
Perform other related duties and cross-functional support as assigned.