Administrative Assistant

AY3 ADMIN SECRETARY 3

Regular/full-time

Department of Families

Child Protection, Child and Youth Services

Winnipeg MB

Advertisement Number: 40254

Salary(s): AY3 $43,462.00 - $49,704.00 per year

Closing Date: January 6, 2023

The Manitoba government recognizes the importance of building an exemplary public service reflective of the citizens it serves, where diverse abilities, backgrounds, cultures, identities, languages and perspectives drives a high standard of service and innovation. The Manitoba government supports equitable employment practices and promotes representation of designated groups (women, Indigenous people, persons with disabilities, visible minorities).

Employment Equity is a factor in selection for this competition. Consideration will be given to Indigenous people and persons with disabilities.

An eligibility list may be created for similar full-time and part-time, term and regular positions and will remain in effect for 12 months.

Conditions of Employment:

• Must be legally entitled to work in Canada

• Satisfactory Criminal Records Check with Vulnerable Sector Search, Child Abuse Registry Checks, Adult Abuse Registry Check

Qualifications:
Essential:

• Experience providing administrative, secretarial and clerical support for executive and senior management, scheduling and meeting coordination, tracking events and using bring forward files, receiving, screening and directing inquiries.
• Experience maintaining paper and electronic filing and tracking systems; experience managing a high traffic inbox and moderating document version control.
• Ability to pay attention to detail and maintain accuracy when formatting, editing and proofing documents.
• Ability to work with highly confidential material.
• Effective organizational and time management skills including the ability to establish priorities to meet deadlines.
• Ability to work independently with general supervision.
• Excellent interpersonal skills including the ability to work cooperatively in a team environment and external collaterals
• Excellent written communication skills.
• Excellent verbal communication skills.
• Experience using Microsoft Office (Outlook, Word, Excel). Ability to professionally format documents according to a standard, create and maintain excel spreadsheets for tracking.

• Experience using large data bases such as SAP, AIMS, SharePoint is an asset.

Duties:
The administrative assistant is responsible for providing highly professional and confidential support in the Child and Youth Services Division. Under limited supervision, the incumbent is responsible for working directly with key stakeholders, managing incoming and outgoing correspondence, organizing schedules, meetings and calendars, and managing high volumes of information and data with a high degree of initiative, reliability, and efficiency. The incumbent is responsible for assisting in monitoring workflow, appropriately resolving queries, reviewing and processing authority seeking documents, expense claims, invoices, records schedules and various reports.

Apply to:

Applicants may request reasonable accommodation related to the materials or activities used throughout the selection process. When applying to this position, please indicate the advertisement number and position title in the subject line and/or body of your email. Your cover letter, resumé and/or application must clearly indicate how you meet the qualifications.

Please be advised that job competitions for represented positions may be grieved by internal represented applicants. Should a selection grievance be filed, information from the competition file will be provided to the grievor's representative. Personal information irrelevant to the grievance and other information protected under legislation will be redacted.

We thank all who apply and advise that only those selected for further consideration will be contacted.

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