Office Administrator

The Organization:

Since its inception in 1989, the Retired Teachers' Association of Manitoba (RTAM) has been a strong voice for retired teachers throughout the province. RTAM, together with 21 chapters, is working to serve almost 10,000 retired teachers across Manitoba and Canada.

The Position:

Reporting to the Executive Director, the Office Administrator ensures the smooth running of an office on a day-to-day basis.  Maintains office services by planning and coordinating administrative procedures and systems, organizing office operations and procedures; preparing payroll and financial reports; controlling correspondence; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions; overseeing the membership list and processing web posting requests to the webmaster.

The Office Administrator works with the Executive Director, Committees, staff, budgets, and procedures to ensure the implementation and success of RTAM programs and events.

This contract position offers a 30 hour work week (Monday to Friday 9 a.m. to 3 p.m.)

Duties/Responsibilities:

  • Provide administrative support to the Executive Director (ED).
  • Responsible for the development, coordination and/or provision of the administrative supports of the RTAM office: proper office file management (electronic and paper), office supplies, promotional/resource documents, inventory.
  • Communicate and liaise with members, group insurance provider, pension group and others regarding administrative interfaces.
  • Working with Committees to ensure that the administrative supports are in place to carry out Board approved Committee projects or events. E.g. Meet N Greet, Pre-Retirement Seminars, Wellness Seminars, liaison with group insurance representatives.
  • Preparation of monthly Treasurer Reports (includes covering report and accompanying analysis, bank reconciliation, balance sheet, income statement, statement of revenues and expenses by Project).
  • Assist the ED in compiling budget documents and cash flow projections. Prepare annual Audit documents and files.
  • Coordinate day to day office support duties and accounts payable processing with the Member Services Coordinator (MSC) to ensure that services are available when needed, processing standards and audit trail are in place
  • Under the direction of the ED, prepare AGM materials and ensure that administrative supports are in place. This includes but is not limited to magazine materials, Chapter correspondence, AGM meeting materials, Chapter meeting materials, Registration coordination and budget control.
  • Under the direction of the ED, coordinate the preparation of documents for Board Meetings.
  • Ensure that the group insurance eligibility verification process is completed monthly.
  • Monitor promotional materials inventory, identify and recommend suitable materials and upon approval process the order(s).
  • Monitor the RTAM website and process approved web requests for action by the webmaster.
  • Back up to the MSC for the production of the quarterly magazine mailing list and group insurance eligibility verification procedure.
  • Prepare and process payroll documents for submission to the payroll service provider.
  • Recommend By-law and Policy changes to the ED.
  • Special projects may be assigned.

The Qualifications:

  • Post-secondary Certificate/Diploma in general accounting or administration or combination of equivalent education and experience.
  • Strong computer skills in Microsoft Office (Word, Outlook) knowledge of PowerPoint. Demonstrated proficiency and experience with advanced Excel. Experience or the aptitude to process routine website up-dates.
  • Experience with accounts payable, accounts receivable and accounting software with a preference given to SAGE experience.
  • 3 – 5 years of experience in a range of relevant administrative responsibilities.
  • Recent experience with the development and/or management of a membership database is an asset.
  • Good organizational and time management skills, able to work in a team environment and also work independently, implementation skills and problem solving ability with a high level of attention to detail, consistently producing high quality work. Complete assignments with minimal supervision and the ability to multi-task and prioritize competing demands and deadlines.
  • English/French bilingual is an asset.

Employment is contingent upon the provision of a satisfactory Criminal Records Search Certificate.  Flexibility is required with respect to extended hours annually and travel requirements bi-annually during AGM week (usually 2nd week of May).

Send your application to This email address is being protected from spambots. You need JavaScript enabled to view it.; RTAM Recruitment, 206-1555 St. James St., Winnipeg MB R3H 1B5; FAX:  204-783-2011 by 9:00 am, March 18, 2019.

We thank all applicants in advance for their interest in the position, only those selected for an interview will be contacted.

WHO WE ARE

Retirement is a time of transitions. Throughout your career you belonged to the Manitoba Teachers’ Society (MTS), but upon retirement you are no longer a member. The Retired Teachers’ Association of Manitoba (RTAM) exists to serve retired teachers. We invite you to join the growing number of RTAM members and enjoy the benefits of belonging.

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