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Brandon University

Administrative Assistant

Brandon, MB, Canada

Job type: Full-time
Apply by: Oct 18, 2026
Working hours: 25 hours per week
Posting language: English
Posted: Sep 18, 2026

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Original job description

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 [email protected] 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

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More about this job

Responsibilities

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.

Skills

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

Benefits

Pension
Group insurance

Visa sponsorship

Not detected in the job text

Hiring contact

Erika Martin

Hiring contact email

[email protected]

Keywords

Administrative Assistant
Payroll
Ceridian
Receptionist
Office Administration
Robert's Rules of Order
Pension
Group Insurance
Financial Records
Data Entry
Public Library
Annual Report
Inventory Management
Petty Cash
Invoicing
Minute Taking
Unionized Staff
Seniority Tracking
Vacation Tracking
Sick Leave Tracking
Inter-Library Loans
Public Library Services Survey
Confidentiality
Keyboarding

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