Administrative Assistant

COMPETITION # 16-26 1417

POSITION TYPE FULL-TIME

You are

An Administrative Assistant. You will provide administrative support services to Manitoba Possible Services including assistance to the Clinical Manager, Outreach Therapy Staff, consumers and the general public. Additional tasks to be specified as pertaining to individual departments.

The Administrative Assistant is required to meet multiple deadlines and perform a wide variety of clerical and service-related tasks, which contribute to the efficient operation of the office.

Your Role

• Provides operational and administrative support to Manitoba Possible services programs as assigned.
• Provides reception duties to the Manitoba Possible Services Department as assigned which includes being familiar with the telephone, TTY and voicemail systems, dealing with the public, handling routine requests for information and directing inquiries to the appropriate staff.
• Office data management, create, maintain, and administer consumer files; coordinate, track and prepare files for intake including all associated data. Demonstrate proficiency with the software programs utilized by Manitoba Possible services including but not limited to MSWord, Excel, Access, PowerPoint, Financial and Client data bases.
• Office management for the departments assigned; this includes but is not limited to: ensuring that forms and procedures remain consistent with all areas in program/services; identifying office procedures that require clarification and provide recommendations for improvement; coordinating financial activity such as processing accounts payable/ receivable; managing purchase orders and related invoicing, and reconciling of petty cash and general ledger and associated financial activities, while ensuring confidentiality.
• Represents and participates on Services initiatives, committees, projects, both internal and as assigned by Supervisor/Director.
• Assists Manitoba Possible Services in compliance with Manitoba Possible policies and procedures and supporting the SPA processes (e.g. Manitoba Possible Services record retention, Privacy Policy, etc.).
• Participates and provide support to meetings as assigned. May include minute-taking, agenda-setting, preparation and distribution of materials and/ or packages.
• Provides back-up relief for Manitoba Possible Administrative support position(s), as required.
• Prepares various cyclical reports as required for Manitoba Possible Services or applicable area/ department.
• Provides technological support to Department staff as needed.
• Provides support to staff for workshops, special events or mailouts, and meetings.
• Maintains the Client Data Base.
• Coordinates the Parent Evaluation Questionnaire, compiling the raw data returned and distributing as required.
• Coordinates bookings and scheduling for Deaf Interpreters for program activities and meetings as requested.
• Maintains office supplies and forms, as well as office equipment, ensuring that supplies and forms are kept stocked and office equipment is serviced as needed.
• Provides support to Department with daily incoming and outgoing mail, i.e. opening, sorting, date stamping, and distributing as required.
• Provides support to volunteers and work experience participants.

What You Know

• At least two years direct experience in an administrative assistance position.
• Post-Secondary Certificate/Diploma in Office management or Administration.
• Advanced skills in Microsoft Outlook, Excel, PowerPoint and Word; ability to quickly learn additional software programs, as required. Proficiency with current office machines, computers, customized data bases.
• Ability to work well, individually and as team member, under pressure to meet deadlines.
• Excellent communication skills both verbal and written, ability to communicate confidently and professionally.
• Self-direction, high motivation and level of enthusiasm.
• Experience with basic accounting.
• High degree of discretion when dealing with confidential/sensitive information.
• Professional manner as representative of Manitoba Possible image both internally and externally.
• Fluency in French and/or ASL is an asset.