Administrative Assistant, Gateway Operations
POSITION SUMMARY
Reporting to the Director, Gateway Operations & Planning, the Administrative Assistant, Gateway Operations is responsible for the provision of administrative services to the Harbour Master, the Director, Gateway Operations & Planning, the Marine Operations Department, Gateway Operators and PRPA’s Credentialing Office.
ACCOUNTABILITIES
- Delivers administrative support to the Harbour Master, the Director, Gateway Operations & Planning, the Marine Operations Department and Security staff by efficiently handling correspondence, leave, calendars, appointments, and other administrative services.
- Responsible for effectively managing office, kitchen, and janitorial supplies and deliveries.
- Prepares a variety of correspondence, reports, tenders, and submissions for the Harbour Master, the Director, Gateway Operations & Planning, and other operational staff, as required.
- Assists the Harbour Master and the Director, Gateway Operations & Planning in maintaining a virtual filing system.
- Coordinates the collection of information from departmental staff for inclusion in the departmental sections of the Board Management Report.
- In support of the Credentialing Office, is trained to process and issue port passes), assist with pass control virtual auditing, respond to email/phone and front-line traffic inquiries, and provide relief coverage when required.
- Gathers and populates statistical information regarding operational activities within the Port, including but not limited to the production of monthly dashboards and periodic reports.
- Responsible for all departmental travel bookings and training arrangements and prepares associated correspondence and expense claims.
- Coordinates departmental activities by arranging for internal and external meeting rooms and departmental telephone and video conferences.
- Coordinates, schedules, and acts as the recording secretary for the Port’s Operations meetings and the Harbour Debris Society.
- Participates in departmental meetings for purposes of recording meeting discussions, action items, and outcomes for corporate records.
- Manages Emergency Operations Centre meeting space inquiries and request approvals. Responsible for other meetings, luncheons, and special functions, as requested.
- Acts as Operations Section Scribe during EOC activations.
- Coordinates departmental uniform procurement and inventory tracking.
- Administers changes to the Marine Operations Department staffing schedule and departmental calendars.
- Responsible for harbour patrol vessel and Gateway Operations vehicle inquiries, requests, and scheduling.
- Coordinates departmental involvement in community events, including, but not limited to, International Day of the Seafarer, Seafest, and Sailpast.
- Responsible for the review and coding of the departmental invoices. Supports budget planning and tracking activities.
- Ensures departmental staff certifications are up to date and filed.
- Completes research assignments and other tasks as required.
JOB SPECIFICATIONS
Formal Education
- Post-secondary education.
Related Experience
- Minimum three years’ related experience.
Other Requirements
- Good spoken and written communication skills.
- Good customer service skills.
- Good analytical, problem solving and organizational skills.
- Good judgment and tact in dealing with sensitive issues and confidential information.
- Good relationship-building skills. Able to establish and maintain effective working relationships with all levels of employees.
- Demonstrated ability to manage multiple projects concurrently and to handle changing priorities effectively.
- Enthusiastic and self-motivated. Works well individually as well as in a team environment.
- Creative and intuitive thinker.
- Resilient. Embraces and thrives on change.
- Proficient in MS Office, especially Microsoft Outlook, Word, Excel and Powerpoint.
- Possess a valid Class 5 Driver’s Licence.
- Able to obtain security clearance under Transport Canada’s Security Clearance Program.
The starting base salary range for this role is $63,011 – $78,764
Equity, Diversity, Inclusion and Belonging are at the heart of PRPA’s culture and play a vital role in our growth strategy. We are committed to ensuring that everyone feels a sense of belonging and can contribute to their maximum potential. Our differences are the reason great things happen here. If you are an applicant in need of accommodations or special assistance throughout the interview process, please submit a request by email to careers@rupertport.com.
Individuals of Indigenous descent are strongly encouraged to apply.
Other career opportunities
Position
Payroll Administrator
POSITION SUMMARY
Reporting to the Manager of Finance, the Payroll Administrator is responsible for the accurate and timely payroll processing, ensuring compliance with regulations and laws. The Payroll Administrator will work closely with Human Resources, Accounting, and other departments to resolve payroll-related issues and improve payroll processes. This role also manages employee expense reimbursements, ensuring adherence to company policies and proper documentation.
POSITION ACCOUNTABILITIES
- Processes full-cycle payroll for regular and special pay, ensuring all payroll activities comply with legislation, including adherence to tax legislation and wage/hour guidelines.
- Ensures continual upgrading of the knowledge base of payroll setup through regular training sessions and/or research as required.
- Serves as the initial contact for all payroll-related inquiries, assisting managers with timecard validations and supporting employee questions.
- Ensures compliance with payroll regulations and tax laws, including payroll tax payments, year-end processes, and tax filings.
- Responds to employee and government agency inquiries regarding payroll.
- Supports internal and external audits by providing payroll and expense documentation as needed.
- Reconcile payroll-related general ledger accounts monthly and address any discrepancies.
- Review and process employee expense reports, reimbursement and deductions by ensuring compliance with PRPA expense policies.
- Assists with implementing and enhancing payroll systems (including employee expense reimbursement), processes, and reporting tools to improve efficiency.
- Works with the business digital team to utilize data analytics tools to analyze payroll data, generate insights for strategic decision-making, and develop and maintain dashboards to track key payroll metrics and trends.
- Develop and implement programs to improve the overall employee experience related to payroll and benefits.
- Conduct regular surveys to gather employee feedback on payroll processes and address concerns.
- Performs other related duties as required.
WORKING CONDITIONS
- Works predominantly in an office environment.
- Regular, full-time position (37.5 hours per week). Regular working hours are Mondays to Fridays, 8:00 AM to 4:30 PM with 1 hour unpaid lunch break.
JOB SPECIFICATIONS
Formal Education & Certifications
- Certified Payroll Compliance Practitioner and a member in good standing with the Canadian Payroll Association.
- Minimum 2 years in a recognized accounting or business program.
- Proven experience as a Payroll Specialist or in a similar role.
- Proficiency in payroll software (e.g., UKG) and similar
Related Experience
- 3 – 5 years of payroll/accounting administrative experience
Other Requirements
- Thorough knowledge of payroll processing, payroll compliance, and labour standards.
- Knowledge and application of basic accounting principle.
- Proficient in the Microsoft Office Suite.
- Excellent judgment and tact in dealing with sensitive issues and confidential information.
- Strong organizational skills with excellent attention to detail.
- Enthusiastic and self-motivated.
- Able to manage multiple projects concurrently and to effectively handle changing priorities.
- Works well individually and in a team environment.
- Demonstrates commitment to the Port’s Vision.
- Able to obtain security clearance under Transport Canada’s Security Clearance Program.
The starting base salary range for this role is $86,755 – $108,444
Equity, Diversity, Inclusion and Belonging are at the heart of PRPA’s culture and play a vital role in our growth strategy. We are committed to ensuring that everyone feels a sense of belonging and can contribute to their maximum potential. Our differences are the reason great things happen here. If you are an applicant in need of accommodations or special assistance throughout the interview process, please submit a request by email to careers@rupertport.com.
Individuals of Indigenous descent are strongly encouraged to apply.