Department of Human Resources
OPSEU Job Description
Job Title:
Job Number:
NOC:
Band:
Department:
Supervisor Title:
Administrative Assistant (Physical Resources Department)
SO-160
1241
5
Physical Resources Department
Manager of Administration, PRD
Last Reviewed:
January 26, 2016
Job Purpose
Responsible for providing administrative support for the department, including processing
invoices, coordination of mobile devices, fleet repairs and scheduling meetings. The
Administrative Assistant provides support to the Manager of Administration by tracking capital
project certificate of payments, WSIB certificates, cell phone usage, attendance records and
updating the website. Provides back-up as Work Order Dispatcher, through independent action
and prioritization of workload to meet deadlines, while working in a service oriented
environment with constant interruptions and frequent changing priorities.
Key Activities
Administrative and Clerical Duties
1. Prepare, track and verify purchase requisitions, expense statements, visa statements,
invoices and deposits. This involves preparing electronic purchase requisitions within
the computerized financial system as well as posting to a web-based allocation tool for
Visa allocations.
2. Sort and re-direct mail, order and maintain supplies and create / maintain files, records,
correspondence, forms and purchase order files. Maintains the department records
system and uses the retention schedule to store and/or destroy documents.
3. Query the general ledger in Trent’s accounting & purchasing system to resolve invoice
and billing issues.
4. Prepare month-end electronic interface files for charge out costs to other departments
for all utilities expenses.
5. Process all utility bills (electricity, water, gas and oil) using complex spreadsheets for
distribution of charge out costs to other departments, and perform reasonable tests on
monthly meter readings done by PRD staff and the Utility Companies.
6. Process all capital invoices, purchase requisitions and paperwork relating to capital
projects and expenditures. Process and track progress draws for major renovation and
construction projects; ensuring all the required documentation and signatures are
provided. Obtain and verify all proper documentation is on file relating to capital
projects, renovation projects and contracts. (i.e. WSIB certificates, certificates of
Job Number: SO-160
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Last updated: January 26, 2016
insurance, etc.)
7. Troubleshoot minor repairs and provide simple training on photocopier, printers and
mobile phones.
8. Processing of bi-weekly student timesheets in a confidential manner.
9. Track attendance and vacation entitlements by recording absences in attendance
spreadsheets for PRD staff in a confidential manner.
10. Administer the safety footwear Program for the Department.
11. Monitor and track the use of Physical Resources Department’s telecommunications
equipment (i.e. pagers, cell phones and blackberries).
12. Prepare monthly or quarterly invoices and collection of accounts receivable funds from
external businesses that lease space from Trent. This includes pulling information out
of the computerized financial system. Maintain tracking of all lease payments and
advise issues or outstanding amounts to Manager.
13. Administer the Fleet Vehicle Maintenance Program for the department (ie: schedule
and track repairs, maintenance, testing, licensing and insurance of vehicles and drivers).
14. Responsible for responding to enquiries from members of the university community and
general public.
15. Act as Secretary to committees such as but not limited to the University’s Nature Areas
Stewardship Advisory Committee. This includes scheduling meetings, drafting agendas,
taking and drafting meeting minutes and preparing and disseminating documents on
behalf of the Chair. Updating committee website(s) may also be required at the request
of the Chair or the Manager.
16. Posting student jobs for tasks such as snow shoveling or recycling on Career Centre Job
Board, taking resumes, ensuring the tax forms and payroll documentation are
completed.
17. Prepare the paperwork to receive funding for student workers such as from TWSP and
TIP office.
Coordinator for Insurance and Risk Management Duties
18. Administer and track authorized drivers and completed forms.
19. Inform Risk Management Office of purchases, leases and disposal of fleet vehicles,
buildings, property and equipment.
20. Coordinate license plate renewal stickers and E-testing for fleet vehicles.
21. Obtain proof of WSIB and insurance coverage by all outside contractors before work
begins on Trent University property.
22. Ensure proper liability coverage is in place with vendors/contractors/suppliers.
23. Obtain certificates of insurance for all suppliers and contractors on a yearly basis and
when new suppliers and contractors are used by the Department.
Other Duties
24. Back-up Work Order Dispatcher by scheduling repairs and outside contractors; providing
front-line telephone and e-mail contact for complaints; maintaining work order
database; process invoices for payment and record against appropriate work orders
using the work order system; prepare and process timesheets and expense sheets and
record against appropriate work orders using the work order system; maintain records
for overtime and vacation; ensure building access for contractors; and liaise with
outside suppliers, vendors and contractors.
25. Assist the Manager of Administration by maintaining the website for the Physical
Job Number: SO-160
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Resources Department, specifically for timely capital and maintenance notice postings.
26. Other duties as assigned.
Education
University, College or Technical School Training (2 year) in Business Administration or Accounting.
Experience Required


Three years of general office experience, including experience with computerized general
ledgers and performing data entry.
Public relations experience, cross section in all construction trades and experience in
dispatching an asset.
Responsibility for the Work of Others
Direct Responsibility
N/A
Indirect Responsibility


Ensures student workers fill out proper payroll paperwork.
While backing up Work Order Dispatcher, responsible for assigning work orders based on
the type of work required and availability of staff.
Communication
Internal Contacts:
 Purchasing and Risk Management staff – sharing/requesting information, financial
system requests
 Faculty/Staff – receive “fix-it”/ complaints/ requests. Keep requesters up to date on
status of their request.
 PRD staff- ensures proper processes are being followed by PRD staff regarding Invoices,
purchasing, visa receipts, advises on vacation allotments, assists staff with phones,
pagers and computer issues.
 Project Managers – answer questions on progress billing for major capital projects
 Students – assist with payroll processes and timesheets
External Contacts:
 Contractors- repairs, respond to questions, clarification on invoices, issue temporary
parking passes and contractor badges. Setup vehicle repairs and maintenance
appointments. Purchase and repairs for phones and pagers.
 Suppliers– to order office supplies, parts and materials.
 Tenants – prepares and answers questions regarding invoices for lease payments (MNR,
Chartwells, Child Care, etc.)
Job Number: SO-160
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Motor/ Sensory Skills
Fine motor skills and dexterity
Key boarding skills
Gross Motor skills
Auditory Attention
Visual Accuracy
Data entry requiring speed, accuracy and concentration
by activity often interrupted
Responsible for maintaining the computerized, web
based work order system. Responding via E-mail to
requesters
Moving and lifting boxes of files
Listening to instructions, retaining oral communication
in daily activities including taking messages (especially
emergencies), ability to filter essential from nonessential information
Verification of information when typing
correspondence, processing invoices, progress draws,
preparing spreadsheets and maintaining databases
Effort
Mental Effort:
Description
Focus
Concentration
Switch tasks, changing priorities
Frequent and varied complaints with frequent interruptions and
distractions over which the job has little control.
Physical Effort:
Description
Sitting
Keyboarding
Must remain seated for long periods of time to answer and respond to
emergencies and “fix-its”.
Job requires heavy computer use for data entry, involving keyboarding
into spreadsheets and databases.
Working Conditions
Psychological Conditions:
Condition
Front line/phone/interruptions
Desk is in the front reception area, constant walk in
questions and phone calls, constant interruptions
distracts from work requiring concentration.
Complaints from fixit requestors about delays in
requested work
Conflicting work priorities
Job Number: SO-160
Changing deadlines and time pressures, especially while
covering as Work Dispatcher, still has own deadlines
such as utility billing, visa reconciliations, etc.
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Inflexible schedule & open office
Must remain at desk, open office environment, no
privacy
Physical Conditions:
Condition
Office environment
Job Number: SO-160
Computer use causes back pain, eyestrain and
repetitive motion syndrome.
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Last updated: January 26, 2016