Administrative Assistant

POSITION # 20000170 NATIONAL OCCUPATION CODE 13110 POSITION TYPE FULL-TIME Position Overview Organizes and prioritizes independently, the administrative activities for senior Directors/Managers and ensures that all work is completed within established timeframes. Types, formats and proofreads a variety of material including: correspondence, minutes, agendas, manuscripts, policies, procedures, templates and form letters. Assists the Directors/Managers with the ongoing monitoring and analysis of operating budgets and expenditures and prepares ad hoc financial reports as requested. Takes initiative to handle matters and solve administrative problems not requiring the direct personal attention of the supervisor(s). Develops, maintains and updates a variety of databases including: data collection and entry, assisting with analysis and organization of information and assisting with preparation of reports. Performs payroll functions and monitors position control information including verifying information from ESFs, budget transfers, and following up on problems/discrepancies as required. May provide direction to junior employees (permanent or casual) within the portfolio which includes workload delegation, on-the-job training, monitoring of workload, ensuring deadlines are met and procedures are followed and contributing to performance appraisals of junior employees by providing feedback to the supervisor. Experience Five years directly related experience required. Experience scheduling and coordinating meetings required. Experience recording and preparing minutes and agendas. Experience maintaining spreadsheets and databases. Previous healthcare experience preferred. Experience with email and computerized calendars. Education (Degree/Diploma/Certificate) Complete high school education, Manitoba standards, required. Formal training in applied office skills is required. A combination of education and experience may be considered. Qualifications and Skills Typing speed 65 wpm. Proficiency with computerized systems (Microsoft Office Word, Excel, Access, and PowerPoint) required. Demonstrated ability to organize, assign and supervise the work of junior employees. Ability to compose correspondence on behalf of senior Directors/Managers. Excellent communication skills, verbally and in writing. Ability to prioritize a large workload and independently complete a variety of administrative duties. Ability to work in a fast-paced environment and work effectively under pressure to meet deadlines. Demonstrated problem-solving skills. Physical Requirements Required to work for long periods of time at a computer.