Ahlam Aman
Toronto
Summary
Dependable Facilities Assistant with strong background working with multidisciplinary teams to optimize site maintenance and operational efficiency. Supports high standards of maintenance, security and customer service. Diligent and resourceful in solutions development, assisting in repairs and process improvements.
Overview
28
28
years of professional experience
Work History
Senior Facilities Assistant
Toronto District School Board
01.2016 - Current
- Assist in the coordination of recruitment, hiring processes and documentation for the departments and staff in accordance with Employee Services protocols;
- Set up employee administration files;
- Track the departmental staffing allocation to determine vacancies as a result of transfers/retirements/resignations/leaves of absence;
- Follow up after postings and placements to confirm accuracy of SAP/HR information and to update relevant lists, and track resulting vacancies;
- Update database as required when employees are hired, transferred, go on absences/leaves or appointments ended;
- Inform ES/SAP team to set up or modify employee profiles as they are hired, transferred, go on extended absences/leave or appointments ended;
- Track evaluations for all new employees, and send the evaluation report to Employee Services;
- Track the renewals of Engineer Certificates, update the database, and send the scanned renewed certificated to Employee Services;
- Monitor the expiry of qualifications and certificates; issue reminders and follow up as necessary;
- Prepare and issue lay off and recall/rehire notices for temporary trade staff;
- Ensure that all relevant documentation is submitted to appropriate divisions in Employee Services;
- Coordinate documentation for return to work & modified work programs between Disability Management staff & Team Leader; Maintain database on employees’ restrictions etc.;
- Liaise with Pay/Attendance Assistant and Payroll staff regarding pay deductions and attendance recording;
- Prepare the SAP processing schedule for distribution periodically;
- Assist in pay and attendance input, including troubleshooting pay/attendance issues;
- Provide clerical and administrative assistance to Administrative Team Leader on special projects;
- Provide back up to the Administrative Team Leader as necessary;
- Provide guidance and assistance to administrative staff with problems that may arise during the Team Leader’s absence;
- Back-up the work of other administration staff in the office;
Budget/Finance Assistant
Toronto District School Board
01.2003 - 01.2016
- Collect pertinent information to assist with development of program budgets
- Run program budget reports on regular/monthly basis and review for discrepancies
- Monitor SAP account entries checking summary items and drilling down for details
- Advise program managers of discrepancies and process journal entries ensuring that appropriate accounts are charged; notify accounting of errors/discrepancies
- Generate/create financial and statistical reports and charts as requested utilizing spreadsheet and database software
- Retrieve information/data as required from SAP
- Follow-up on fiscal commitments to ensure all goods receipts, budgetary costs and steps are completed in a timely manner, including year-end reconciliation
- Assist in completion of year-end reports/procedures
- Liaise with TDSB Accounting staff regarding related issues and concerns; prepare variety of correspondence (e.g. e-mail, reports etc.)
- Interpret figures to fit required report formats
- Support management staff in monitoring central office and individual program budgets including journaling expenses, reconciling reports with SAP, paying bills and other common budgetary processes
- Compare budget to actuals on regular basis; investigate and report inconsistencies to Administrative Services Program Manager
- Create and track purchase orders and supplies/furniture & equipment utilizing SAP
- Retrieve information as required from SAP
- Prepare journal entries and cheque requisitions as required and maintain P-Card files of statements and receipts
- Administer Petty Cash fund, including reimbursement and accurate charging of expenses, replenishment of the fund, and reconciliation of the expense receipts, the fund balance and bank account
- Maintain complete, accurate files with cross-referencing, utilizing the Records Management System
- Assist with filing, both electronic and manual
- May be assigned to other program areas according to department needs
- Back-up the work of other administration staff in the office
Payroll/Attendance Clerk
Toronto District School Board
01.1998 - 01.2003
- Receive and assess employee’s attendance reports and claims for overtime, shift bonus, mileage, tool allowance, safety shoes and glasses etc. in accordance with provisions of the relevant collective agreement, policies and producers
- Input, track and ensure the accuracy of EIS timecard entries, employee absenteeism leave of absence, vacations, banking and use of lieu-time for all the Facility Services staff in the south west, including supervisory staff, technical staff, support staff, skilled trades and all school based caretaking staff
- Liaise with the relevant Facility Services supervisory staff and the appropriate Employee Services and Payroll staff to resolve any discrepancies pertaining to these records
- Trouble-shoot and resolve problems and errors as required
- Track and file medical certificates, liaising with the Facility Services supervisory staff, Employee Services and Payroll staff
- Inform Family Team Leaders when no medical notes on file
- Organize pay and attendance data, including downloaded data, and procedure reports
- Take follow-up action as directed
- Establish and maintain employee records pertaining to timesheets, absenteeism, leaves of absences and other correspondence
- Back-up the work of other administration staff in the office
Education
BA - Mathematics and Accounting & Computer Programing
University of Winnipeg
01.1996
OSSD, OAC and Honors Certificate - undefined
Parkdale Collegiate Institute
01.1991
Skills
- Over 25 years’ experience as a Budget/Finance and Senior Facility Assistant
- Extensive knowledge of TDSB Budgeting system, SAP, Google (Docs, Site and Sheets), Quicken, Word, Excel, PowerPoint, Outlook/Email, Internet and much more
- Excellent running several reports using SAP and prepare reports in excel and Access for Employee Database
- Excellent Creating Work Order, Purchase Order & Requisition, Network and Project Definition using SAP
- Proven ability to work side by side with human resources staff
- Proficiency and expertise in the use of computer technology (eg e-mail, internet, word-processing, spreadsheets, databases, presentation packages, HR/Payroll applications);
- Proven ability to communicate effectively (both orally and in writing) with staff at all levels and with external organizations;
- Proven ability to organize and co-ordinate a diverse number of projects within specified timeframes;
- Diploma in human resources administration including courses in accounting and payroll
- Experience administering human resources procedures and records in a large organization
- Experience interpreting and administering collective agreement provisions
- Proven supervisory experience
- Proficient computer skills that include SAP, word-processing, spreadsheets, databases, e-mail, Internet, and employee information systems
- Proven ability to communicate effectively (both orally and in writing) with staff, and internal/external organizations
- Excellent client service orientation
- Strong analytical/interpretative and problem-solving skills
- Strong project management skills and time management skills
- Demonstrated ability to handle matters requiring high levels of diplomacy, sensitivity, and confidentiality
- Knowledge and understanding of Board and/or departmental policies and procedures, collective agreements, employment/labour legislation, etc
- Proven ability to work under pressure in order to meet frequent deadlines
- Proven ability in promoting equitable practices which value inclusiveness and diversity
- Proven ability to accurately document information, prepare reports and summaries;
- Knowledge and understanding of related Board policies and procedures and collective agreement provisions;
- Proven ability in promoting equitable practices which value inclusiveness and diversity;
- Proven ability to work under pressure in order to meet frequent deadlines;
- Ability to take initiative, work independently and maintain;
- Excellent knowledge of general office procedures and quick learner
- Knowledge of contract law and an understanding of the supply cycle
- Knowledge of purchasing policy and administrative procedures
- Excellent adaptation capabilities, self-motivated and punctual
- Fluent written and spoken English, Arabic, Tigre and Tigrigna
LNGG
Fluent written and spoken English, Arabic, Tigre and Tigrigna.
Training
- 2021(in progress) Purchasing and the Law Toronto District School Board
- 2021(in progress) Risk Management Toronto District School Board
- 2020 Introduction to Public Purchasing Toronto District School Board
- 2020 Competitive Bidding Toronto District School Board
- 2019 Google Drive Courses Toronto District School Board
- 2019 Google Slide and Google Suite Scheduled for Toronto District School Board
- 2019 Leadership – Equity in Leadership Toronto District School Board
- 2006 Income Tax Level 1 Course H & R Block
Timeline
Senior Facilities Assistant
Toronto District School Board
01.2016 - Current
Budget/Finance Assistant
Toronto District School Board
01.2003 - 01.2016
Payroll/Attendance Clerk
Toronto District School Board
01.1998 - 01.2003
OSSD, OAC and Honors Certificate - undefined
Parkdale Collegiate Institute
BA - Mathematics and Accounting & Computer Programing
University of Winnipeg
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