Finance Assistant

Date Posted: November 12, 2024
Reports To: Finance Manager
Location: Geismar
Duration: Full-Time

Position Summary

Provides effective accounting and administrative services to the Geismar Finance Department, supports the local IT Department as needed, and serves as the back-up to all other site administrative support, including shared Administration Building responsibilities.

Position Responsibilities

• Provides timely and confidential administrative and organizational support to the Finance Manager, the local Geismar IT Team as needed, including taking telephone
messages, arranging meetings, filing, handling mail, operating fax, photocopy and other office machines and preparing expense reimbursement claims.
• Provides general administrative support to the Finance and IT (as needed) functions encompassing finalizing typed documents, maintenance of the filing and file
tracking systems, scheduling appointments, organizing meetings and travel.
• Provides desktop application support via Microsoft Office suite and other associated software applications.
• Manages the Finance Department activities such as agendas, business calendar and action log.
• Manages the Finance Department SharePoint site.
• Provides administrative support for maintaining and reporting from systems, specifically:
Incident Reporting
Document Management
Corrective Actions
• Administers department training and leave systems and makes all necessary associated arrangements including data entry into appropriate systems.
• Coordinates the non-exempt employee timesheet process for the Finance Department, including the initial review, discrepancy resolution and proper forwarding to the
Payroll Specialist and/or Supervisor.
• Supports the organization and neatness of Administration Building conference rooms daily.
• Controls and coordinates supply and maintenance of office resources.
• Coordinates the compilation of the required monthly reports.
• Administers employee orientation and termination processes.
• Coordinates travel bookings for the Finance Department.
• Provides administrator support in updating, circulation and publishing of all controlled procedures.
• Provides support for other administrators for work overflow from other departments within Methanex Geismar.
• Undertakes other tasks as required from time to time within the range of existing competencies.
• Provides on-going training and support to department on procedures and all computer programs.
• Corporate Credit Card Administrator responsible for the review of charges to ensure compliance with procedures, assignment of credit cards and liaison to answer
questions and queries between site and vendor.
• Assists in separating out monthly department expense reports.
• Maintains all statutory records and company minutes, resolutions and registers.
• Provides work overflow support for the Finance team members.
• Manages the Finance Department central filing system.
• Ensures Policy/Procedures are updated and current for the department. Liaise with Purchasing Assistant to ensure purchasing management system is updated.
• Documents and stores meeting minutes for Finance Department.
• Shares responsibility as the back-up support for the Administration Building administrative activities to ensure continuity of operations within the building.
• Contributes to the organizational vision of Global Methanol Leadership and as a team member demonstrates the core values of integrity, trust, respect and
professionalism.
• Conducts all business in a manner which supports the Responsible Care® ethic.
• Actively participates in the Events Committee and co-chairs at minimum one event each year.
• Actively participates in the Administrative Assistant’s group and provides support in the coordination and execution of major site events and activities.
• Coordinates with the Executive Assistant and distributes Peer Recognition program gift cards and ensures tracker is updated.
• Networks with other Methanex sites to the mutual benefit of all sites.
• Responsible for ensuring awareness of all controlled documents relating to this position as per Document Awareness Report from Document Management Database.
• Responsible for coordination with Supervisors to ensure Controlled Documents are reviewed and updated if applicable according to the schedule.
• Contributes to the ‘operational excellence’ for Methanex USA as an effective member of the Finance Department.

Position Qualifications

• High School diploma or equivalent required.
• Post-secondary education in Finance or Administration would be an asset.
• 5 years experience in an Administrative function, preferably within a manufacturing environment.
• Previous experience in a financial or accounting environment would be an asset.
• Advanced MS Office suite application knowledge.
• Previous experience with ERP (ex. Oracle, SAP, etc.).
• Good public relations skills to interface with both internal and external customers and be able to re-direct general inquiries to the most appropriate person.
• Initiative to be pro-active in identifying opportunities to improve team efficiency and assisting in other areas when workload permits.
• Ability to maintain utmost confidentiality.
• Able to prepare basic correspondence, following verbal instruction.
• Be able to represent the company and present a professional image.
• Excellent interpersonal and communication skills.
• Self-motivation and an ability to meet tight deadlines.
• Ability to multitask and prioritize.
• Advanced time-management, planning and organizational skills.
• Detail orientated.
• Integrity and trust.
• Flexibility and willingness to work in a team environment.
• Customer focused.
• Innovative and strives for continuous improvement.

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