Renee Calvert

The Administrative Assistant provides the full complement of administrative services to the Driver Programs and Licensing Standards section of Driver Programs. The key areas of responsibilities are: Coordinating daily support services for the branch, composition of external correspondence, records management, and processing financial payments. Provide administrative support to ensure the daily operation of the departments by: *Communicating with the public to respond to general enquires. *Providing consistent and accurate information to all enquiries. *Maintaining working files and central filing system in accordance with team members. *Financial data input, tracking and management *Updating the computer management system by inputting financial transactions, recording and reconciliation of financial records. Review, track and maintain records and files by supporting the daily operations of the department by: *Review all incoming correspondence for the section, and distributing to appropriate team members *Tracking and logging incoming files, and recording documentation on individual client files. *Reconciling the procurement cards statement and ensuring the charges are processed to correct account code. *Processing expense through Exclaim, Imagis, and MyAgent *Collecting and maintaining section statistics. Prepare accurate and timely responses to correspondence and inquiries in compliance with relevant government and ministry legislation, policies and procedures by: *Serving as the main point of contact and for updating and ensuring accuracy of the section’s web content. *Responding to all correspondence promptly and by ensuring all information contained in correspondence is up to date and relevant. *Review documents for errors. *Distributing correspondence to relevant parties ensuring all documentation is included. *Collecting and verifying information pertinent to enquiries.

•Provide clerical support for the leadership team including being responsible for scheduling all functions, correspondence with Resident Council as well as attending quarterly meetings and taking minutes. •Responsible for all clerical and reception duties pertaining to the site such as photocopying, updated policies and forms, faxing and filing for site; accurately sorting incoming mail and distribute appropriately, volunteer meal and snack tickets. •Administers all facility processes related to QHR including daily timecards, inputting all changes, monitors and records STATS taken, monitors sick leave. Provides support for pay error and corrections •Codes and processes accounts payable, bank deposits, petty cash and receipts •Processes donations according to Fund Development guidelines. •Prepare all staff yearly review packages and maintain database •Prepare orientation packages for new employees.

*Maintaining updated lists of programs and chairs as well as confirming distribution lists for reports. *Managing department supplies, incoming and outgoing mail, as well as file management. *Providing office reception for telephone, email and in-person inquiries. *Liaising with college service areas for IT, catering, procurement and facility needs. *Coordinating and booking meetings for Executive Director of Strategic Planning. *Monitoring of department expenditures and financial accounts to match annual budget. *Organizing distribution and collection of scan sheets for internal and external surveys . *Data entering project time lines and assisting staff in using Teaming software. *Scheduling and coding surveys for scanning by IT department. *Organizing focus group meetings by booking rooms, food, mailing out invitations, and tracking RSVPs, copying handouts, and ordering parking passes. *Data entering program evaluations and annual surveys responses. *Assist with report creation for program evaluations and annual surveys to meet project time lines.

*Establishing strong business relationship with clients *Delivery business administration kits to new clients and training of new plan administrators *Review administration kits prior to delivery, coordinating necessary corrections as needed *Service call to current clients at their workplace for problem resolution *Training Selectpac personnel on client service procedures *Negotiating with Head Office departments on behalf of clients *Providing ongoing client service

*Provide administrative support to Regional Accounts Managers and Specialists. *Process new groups for employee benefits within specific deadlines. *Handling incoming calls from clients and advisors. *Maintain resource materials for the Selectpac Resource Department. *Assist in training new staff. *Create forms and other documentation as needed