Administrative Assistant, Payroll/Inventory

Payroll Support

• Collect, review, and accurately enter employee timesheets for submission to the payroll department.
• Verify time entries for compliance with policies and resolve discrepancies promptly.
• Assist with Public Works employee job costing protocols to ensure accurate allocation of labor, work order and equipment costs.
• Participate in the ongoing development of procedure upgrades and develop efficiencies to the systems and processes.

Inventory Management

• Monitor inventory levels and assist with ordering supplies and materials as needed.
• Perform stock usage transactions ensuring accuracy with work order allocations.
• Maintain accurate inventory records and reconcile discrepancies.
• Process and track gravel tickets and other material receipts for reporting and cost allocation.
• Administrative lead on annual inventory counts and cycle counts.

Administrative Support

• Prepare and maintain training program records for Public Works staff, including course scheduling and documentation as required.
• Assist with seasonal start-up and end-of-season administrative tasks (e.g., updating employee lists, equipment records, and documentation).
• Assist with general administrative onboarding, including timesheet training and lead hand documentation.
• Generate and maintain work orders, ensuring proper documentation and filing as needed.
• Prepare reports, memos and documents as requested.

Reception Coverage

• Provide front desk and reception coverage during absences, including answering phones and greeting visitors and processing purchase orders.

Accuracy and Compliance

• Ensure all records; timesheets, inventory logs, and job costing data are accurate and up to date.
• Follow established protocols and maintain confidentiality of sensitive information.
• Perform other duties as assigned from time to time.