2025 Administrative Assistant and Payables Clerk
One full-time, permanent position
Why work for us?
Saugeen Conservation proudly serves fifteen municipalities across five counties: Bruce, Grey, Huron, Wellington, and Dufferin, ensuring comprehensive and collaborative environmental management and conservation efforts throughout these regions. The Administration Office of Saugeen Valley Conservation Authority is situated in the village of Formosa, Ontario, within the Municipality of South Bruce. We offer competitive public sector pay and the opportunity to make a difference in the communities we serve.
Summary of Functions
The Administrative Assistant and Accounts Payable Clerk is responsible for delivering high-quality administrative and financial support to the staff and clients of Saugeen Valley Conservation Authority. This position oversees the full cycle of accounts payable, ensures timely and accurate processing of invoices and payments, and maintains financial records in compliance with internal procedures. In addition to financial responsibilities, this role supports daily office operations including meeting coordination, reception, mail handling, recordkeeping, and coordination of services such as office equipment maintenance and employee uniforms.
The role requires strong organizational, customer service, and communication skills, as well as the ability to manage multiple priorities.
Qualifications
Diploma or degree in business administration or related field
Minimum of five years of experience in a professional office environment
Ideally three years of hands-on accounting experience, with a focus on accounts payable
Solid understanding of standard office administration practices and procedures
Excellent verbal and written communication skills
Knowledge of the Conservation Authorities Act, Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, and meeting procedures (e.g. Robert's Rules of Order) are beneficial
Demonstrated ability to provide effective and courteous customer service
Able to maintain a high level of tact, discretion, and confidentiality
Proficient in Microsoft Office Suite, with experience using Enterprise Resource Planning (ERP) accounting software considered an asset
Possession of a valid Ontario Class G driver's license
Duties and Responsibilities
Administer SVCA's accounts payable program, including verifying and coding invoices, reconciling account statements, entering data into Accounting systems, preparing cheques for signature, and maintaining vendor records and the online AP database
Process electronic payments through online banking for government remittances and applicable vendors
Maintain and update insurance coverage as required
Coordinate insurance claims and reporting; enter and code monthly vehicle and equipment usage data
Process and record incoming payments, issue receipts and other accounts receivable duties as assigned
Receive and distribute incoming mail and fax communications
Manage outgoing mail and courier packages, including preparing shipping documentation and scheduling pickups for parcels, documents, and water samples
Provide administrative support to the senior management team, staff and clients
Provide secretarial support; including scheduling meetings, tracking meeting quorum, recording minutes of SVCA meetings, compile agenda packages, track and index motions, policies and reports
Ensure Board Room is set up and connected for hybrid meetings; organize catering and refreshments for in-person meetings
Assist with processing of FOI requests
Assist with AODA remediation of documents, and accommodation requests
Assist with maintaining and updating appropriate portions of SVCA intranet
Assist with the management of staff training
Oversee the employee uniform program by coordinating with suppliers, selecting appropriate items, placing orders, and distributing uniforms to staff
Coordinate and monitor office equipment maintenance and service needs
Provide support to front-desk reception, including answering phones and greeting visitors
Promote and ensure compliance with all SVCA Health & Safety Policies and the Occupational Health and Safety Act (OHSA)
Perform additional duties as assigned, consistent with the scope and responsibilities of the position
Work Environment and Conditions
This position is based in an office environment and involves standard administrative duties performed during regular business hours. However, during a flood emergency, the role may require flexibility and responsiveness, with working outside of regular hours in a shift format to support documentation, communication, and coordination efforts.
Location
SVCA's Administrative Office, 1078 Bruce Road 12, Formosa, Ontario.
Wages & Benefits
37.5 hours per week, full-time, permanent
Salary range: $56,091 to $69,167
Comprehensive benefit package
OMERS pension plan
Enrolment in SVCA's Employee Assistance Program
Start date:
As soon as possible
Closing date for applications:
Friday, October 10th, 2025, 11:59pm
Email is the preferred submission method. Submit your cover letter and resume as one .pdf document. Document file name and email subject line should be your name followed by _ADMIN (e.g. Jane.Smith_ADMIN.pdf).
We thank all applicants for their interest, however only those selected for an interview will be contacted.
SVCA is an Equal Opportunity Employer. In accordance with Accessibility for Ontarians with Disabilities Act, 2005 (AODA), SVCA will provide accommodations throughout the recruitment, selection and/or assessment process to applicants with disabilities. If you require disability - related accommodations or more information about accommodation, please visit: www.saugeenconservation.ca/access
All personal information is collected under the authority of the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA).
Job Types: Full-time, Permanent
Pay: $56,901.00-$69,167.00 per year
Benefits:
Company events
Dental care
Disability insurance
Employee assistance program
Extended health care
Life insurance
On-site parking
Paid time off
Vision care
Work Location: In person
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