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Cégep Héritage College: Administrative Support Agent – Class I

Cégep Héritage College

This is a Full-time position in Ottawa, ON posted November 19, 2021.

ROLE SUMMARY The principal and customary work of the employee in this employment class consists in performing, in accordance with established methods and procedures, a variety of administrative duties of a relatively complex nature which are related more particularly to information systems and technology services.

The employee may be asked to assist other information systems and technology personnel, if needed, to carry out accounting operations of a relatively complex nature which are related more particularly to the verifying of data shown on invoices, the ordering of vouchers and the delivery of vouchers; he or she collates these documents and, if need be, he or she corrects them and makes sure that norms and procedures are being observed.

He or she codes expenditures and identifies them by department and by category.

In a general manner, he or she keeps various files up to date with respect to completed work, does correspondence in relation to his or her work and may be entrusted with relatively specialized work.

DUTIES General Type letters, documents and reports following established College guidelines and format many new and revised forms.

Create forms in MS Word.

Enter and maintain statistics and charts in Excel.

Prepare reports for trend analysis.

Answer various calls, emails and requests for the department, using different tools to do a great follow-up.

Organize all meetings within the department.

Keep up-to-date information using different tools or systems used to coordinate the work in the department (Outlook Calendars, Teams, Ticket System, etc.).

Drive the flow of process through different individuals and departments (for example onboarding accesses process).

Assist other personnel of the department as needed.

Maintain the office supplies cabinet as well as specific supplies for emergency use by others.

Enter and follow-up on purchase orders.

Receive, validate and package for distribution all shipments of IT materials and maintain inventory data.

Keep track of the payments made by the department, and update the system on a daily basis.

Keep track of renewals for maintenance contracts (contract and vendor management).

Inform all staff and students about information related to the department.

If need be, perform any other related tasks.

MINIMUM QUALIFICATIONS REQUIRED Must have a secondary V diploma in an appropriate specialty, or a diploma or attestation recognized as equivalent by the competent authority.

Must have at least one (1) year of pertinent experience.

Must possess very good communication skills in English and in French (oral, written and comprehension).

Experience as a user with Microsoft Office, Teams and Outlook is essential.

Must like working in a high complexity fast pace environment.

Must have the ability to work in an ambiguous environment.

ADDITIONAL QUALIFICATIONS Must possess excellent communication, organizational and interpersonal skills.

Must be diligent, dynamic, creative and detail oriented.

Must be able to work independently with minimal supervision, and have the ability to work as part of a team.

Must be able to work effectively with respect to deadlines and produce accurate results.

Must be flexible and able to adapt quickly to different situations.

Must have excellent customer service skills.

Must have a strong work ethic and exercise discretion.

Must have experience entering tickets and managing a ticket system.

Ability to build workflows for a ticket system would be considered an asset.

Experience with MS SharePoint (basic maintenance of the web page) would be considered an asset.

General knowledge related to Information Systems and Technology would be considered an asset.

Experience with providing administrative support to an IT organization would be considered an asset.

IT vendor management experience would be considered an asset.

SALARY RANGE (PER HOUR) 20.76$ 23.22$