Office Administrator (OA) Closing Date March 20, 2015 Location 340 – 150 Henry Ave Duration 12 Month term position: April 20, 2015 – April 15th, 2016 Company Info Metis Economic Development Fund 340 – 150 Henry Ave Winnipeg, MB R3B 0J7 Website: www.medf.ca OPPORTUNITY The MEDF Office Administrator will perform normal reception duties; including greeting of clients, file maintenance, preparation of board packages, inventory control and other related duties. The Office Administrator will also provide administrative accounting functions such as bookkeeping, purchase orders, and monthly reconciliation utilizing QuickBooks. In addition, this role will assist in the execution of all marketing initiatives. REPORTS TO: Day to day functions: Office Manager Overall: Chief Executive Officer DUTIES ADMINISTRATIVE The Office Administrator will provide administrative support to employees of MEDF. The position requires a solid team player with a sound working knowledge of computers, Microsoft Office and other associated software programs. Knowledge and experience of QuickBooks would be considered an asset.  Answers telephone and directing calls to appropriate staff  Photocopying, faxing and other related duties  Coordinates all planning for Board of Directors meetings (travel, accommodations, catering, room set up, etc.)  Attends MEDF Board of Directors meetings and records and transcribes minutes of said meetings  Assists CEO with direct follow up as needed on all Board decisions, motions and action items  Manage bi-weekly office supply orders and maintain appropriate quantities stock area  Maintains & safeguards physical and computer client files MEDF Office Administrator - Effective April 20, 2015 Page 1  Prepares and updates PowerPoint presentations as directed by management  Some travel will be required to meet the expectations of the role  Other duties as assigned FINANCIAL MANAGEMENT The Office Administrator is responsible to input financial data into QuickBooks in an accurate and timely manner. The main activities will include but not be limited to:  Prepare & Manage client invoices and vendor payments  Maintain the Purchase Order process  Maintain an active list of corporate assets  Reconcile accounts monthly, report any issues to Office Manager  Ensure transactions are properly recorded and entered into QuickBooks  Advise the CEO regarding financial activity and operating expenses  Prepare quarterly reports & monthly financial statements for the CEO  Assist the Office Manager & auditors with the annual financial audit  Other duties as assigned MARKETING Working with other MEDF staff, the Office Administrator will assist in the execution of the marketing plan created by executive. Utilizing approved marketing strategies, the main activities for the Office Administrator will be to assist and maintain the electronic mailing list and assist with creation of marketing items related to Facebook, Twitter, LinkedIn, electronic mailings & service surveys.  Manage and deliver marketing content via email or direct mail  Assist with the development and delivery of mail campaigns  Assist with the creation and development of internal and external marketing & promotional materials  Works directly with the Office Manager & service provider to maintain website, ensuring the most up to date and current information is provided  Promote service through public relations initiatives  Assist in the planning and preparation of promotional events  Maintain strong relationships with other Funding Agencies, MMF Regions and Locals, federal and provincial government officials and private sector organizations.  Assist in the template and developmental stages of the MEDF Annual Report. MEDF Office Administrator - Effective April 20, 2015 Page 2  Other duties as assigned QUALIFICATIONS  Business Administration Certificate or equivalent experience  Experience with QuickBooks or similar accounting software  Ability to gather and interpret relevant data and information and have good problem solving skills  Flexible and creative with a proven ability to adapt or develop procedures and processes in response to a dynamic and changing environment  Proficient with MS Office Applications  Strong interpersonal, presentation and communication skills  Ability to work independently with minimal hands on supervision How to Preference will be given to qualified Metis applicants Apply Qualified applicants are encouraged to apply and self-identify on their resume. The MEDF appreciates the interest of all applicants; however, only those individuals considered for an interview will be contacted. Please forward your cover letter and resume by March 20th, 2015, to Amy Dowsett Metis Employment & Training Department, 109 – 150 Henry Ave, Winnipeg, Manitoba R3B 0J7, or email [email protected] or fax to (204) 947-3251 SALARY RANGE: To be determined MEDF Office Administrator - Effective April 20, 2015 Page 3