Administrative Assistant

Job summary

The Administrative Assistant provides comprehensive office and payroll support for the Director of Library Services and the library board. Key duties include managing payroll for 45 staff, maintaining administrative records, and acting as secretary for board meetings.

Job details

Western Manitoba Regional Library Posted: September 17, 2026 Expires: October 1, 2026 Location 710 Rosser Ave - Unit 1, Brandon, Canada Job Type Full-time (permanent) Category Administration Application Procedure Resume, Cover Letter Contact Name Erika Martin Phone Number 2047276648 Description The Western Manitoba Regional Library is seeking applications for an Administrative Assistant with payroll duties. This role is 25 hours per week plus one evening a month to act as Secretary for the WMRL Board meetings. Hours worked during the week can be flexible within regular working hours. Interested candidates should submit a cover letter and resume highlighting their qualifications to Erika Martin, Director of Library Services by email at erika@wmrl.ca by Thursday, October 1st at 1:00pm. Hours: 25 hours per week (5 hours/day) Monday through Friday, plus approximately 2 hours every 3rd Wednesday of the month, 6:30pm to 8:30pm (excluding July, August and December). Salary scale: To be determined based on education and experience. Job Summary The Administrative Assistant will provide a wide range of administrative, payroll and office support activities for the Director of Library Services, the administrative staff and the Western Manitoba Regional Library Board. Duties And Responsibilities Act as receptionist for the Director of Library Services and handle public inquiries Payroll administrator for approximately 45 unionized and non-union staff - collecting, calculating, entering payroll data, and submitting it on a bi-weekly basis in a payroll processing application (Ceridian), including keeping track of seniority, vacation and sick leave. Enrolment and tracking of staff pension and group insurance including the year-end reconciliation. Open and distribute daily mail, check-in magazines and newspapers Prepare and distribute documents, correspondence, reports etc. as required by the Director and the WMRL Board Receive inquiries from Branch Supervisors and respond/redirect as required Maintain administrative filing system Record, prepare and distribute minutes from Brandon Staff meetings, Workplace Health and Safety Committee meetings, and WMRL Board Book meeting room space and prepare receipts and invoices as required Check month end reports submitted from Branch libraries. Complete month end report sections for ILL loans, Inter-Branch loans, door count, computer usage and microfilm usage for Brandon Branch Receiving donations, preparing donation receipts and thank-you letters. Prepare monthly petty cash report and prepare and deliver weekly deposits Issue and manage signing of invoices Order office supplies and maintain inventory of same Prepare annual orders of magazines and maintain a record of items received in Brandon Branch. File claims for missing items for all locations MGEU: Prepare seniority list annually, notify of names and work locations of new hires and prepare wage reimbursement invoices Prepare and distribute letters and invoices to City, Town and RM offices notifying them of levy and rent amounts Maintain record of both collected levy amounts and rent payments from municipal members Prepare Provincial Grant Application including preparation and submission of online Public Library Services (PLS) survey Set-up Annual Report and insert and format written reports, statistical data, and audited financial statement. Distribute copies of the Annual Report as required Attend Library Board meetings, record minutes using Robert’s Rules of Order Act as Secretary to the Board, collecting correspondence, preparing agendas, minutes and setting up meetings. Qualifications Grade 12 or equivalent Knowledge of office administration and payroll procedures 50 wpm keyboarding skills Experience with Ceridian, or similar payroll software, is an asset Skills Attentive to detail Well-organized High level of accuracy Decision making and problem solving Ability to maintain a high level of accuracy and confidentiality concerning financial and employee records

What you’ll do

The Administrative Assistant provides comprehensive office and payroll support for the Director of Library Services and the library board. Key duties include managing payroll for 45 staff, maintaining administrative records, and acting as secretary for board meetings.

Requirements

Candidates must possess a Grade 12 education or equivalent and have a strong background in office administration and payroll procedures. Proficiency in keyboarding and experience with payroll software like Ceridian are required.

Benefits

• Pension • Group insurance

Listed skills

• Problem solving · Preferred
• Financial Reporting · Preferred
• Attention to detail · Preferred
• record keeping · Preferred
• Communication · Preferred
• Office Administration · Preferred
• Data entry · Preferred
• Inventory management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Payroll administration
• Office administration
• Keyboarding
• Ceridian
• Record keeping
• Minute taking
• Financial reporting
• Data entry
• Confidentiality
• Attention to detail
• Problem solving
• Communication
• Inventory management
• Reception

Job areas

• Administrative
• Finance & Accounting
• Education
• Government & Public Sector