AY4 Administrative Secretary 4
Department of Central Services
Corporate Administration and Planning
Advertisement Number: 38401
Salary(s): AY4 $46,167.00 - $52,578.00 per year
Closing Date: December 6, 2021
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).
This is a preference competition. All applicants are encouraged to apply, however first consideration for this competition will be given to Indigenous people, visible minorities and persons with disabilities. Applicants are requested to self-declare at the time of application.
An eligibility list may be created for similar positions and will remain in effect for 12 months.
Corporate Administration and Planning provides executive planning, corporate management, administrative support, project leadership,
and centralized planning, policy and program direction to the department of Central Services.
Conditions of Employment:
- Must be legally entitled to work in Canada
- Must provide and maintain a satisfactory Criminal Record Check
- Ability to work overtime as required
- Post-Secondary education in office administration or equivalent combination of education and experience, preferably within a public sector environment, may be considered.
- Experience working as an office administrator and providing administrative support to senior or executive management including managing correspondence, managing calendars, and scheduling and coordinating meetings.
- Demonstrated experience in office management including developing and maintaining office administration systems and procedures, paper and electronic filing, various tracking systems, file management systems, archiving, and records management.
- Excellent written communication skills with experience proofreading, editing and formatting correspondence and reports with accuracy and attention to detail.
- Excellent verbal communications skills with the ability to communicate effectively in a professional manner.
- Excellent organizational and time management skills with the ability to prioritize and meet conflicting deadlines.
- Experience dealing with confidential information and using discretion in handling private and sensitive material.
- Excellent interpersonal skills with the ability to establish and maintain strong working relationships.
- Experience researching, analyzing, compiling, and summarizing information.
- Ability to take initiative and work independently with minimal supervision.
- Strong political acumen including awareness of sensitive and political issues that may impact the department.
- Proficiency with technology, including personal computers and current software applications (i. e. Outlook, Word, Excel, PowerPoint, AIMS, Visio, Adobe Professional & SAP).
- Knowledge of government administration, including an understanding of the administration and operation of the department and its policies, procedures and regulations.
Reporting to the Executive Director, the executive assistant functions as the office administrator and provides confidential secretarial and administrative support in a timely, effective and professional manner. The incumbent is responsible for administrative and clerical work such as managing office equipment, reviewing invoices, timekeeping, and ordering office supplies. In addition, the incumbent manages the information flow in and out of the division, manages electronic and paper files, follows up on tasks assigned to division staff, and conducts research and compiles information on assigned tasks. other duties also include Executive Director’s calendar management, arranging meetings including researching and preparing meeting folders with information and background. Attends and prepares agendas and minutes or notes for meetings chaired by the Executive Director, including the department’s Executive Management Committee and other meetings as required. Duties also include making travel arrangements for the Executive Director as required and preparing expense reports.
Advertisement # 38401
Service Centre 3
Human Resource Services
600-155 Carlton Street
Winnipeg, MB , R3C 3H8
WHEN APPLYING TO THIS POSITION, PLEASE INDICATE THE ADVERTISEMENT NUMBER AND POSITION TITLE IN THE SUBJECT LINE AND/OR BODY OF YOUR EMAIL.
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 may be grieved and appealed by internal applicants. Should a selection grievance be filed, information from the competition file will be provided to the grievor's representative or the grievor, if unrepresented. 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.