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This position will vary between being fixed/hybrid – determined on the assignment.
POSITION PURPOSE
Reporting to the Supervisor, Workforce Planning, is responsible for providing administrative and clerical support to the assigned department program, including scheduling, prioritizing and coordinating day-to-day work performed by the management staff/supervisor; preparing and processing correspondence, reports, minutes and presentations; tracking and monitoring project and program-specific activities; maintaining the filing system; and distributing incoming and outgoing communications via mail and electronic media.
MAJOR RESPONSIBILITIES
- Provides support to the managers/supervisors by preparing charts, forms and spreadsheets; compiles and collates materials.
- Assists in various specialized project tasks related to program and service delivery, including database monitoring and project monitoring activities.
- Completes purchase/cheque/payment requisitions, including obtaining the appropriate authorizing signatures, affixing cost distribution forwarding coding.
- Distributes documents, maintains associated lists and issues receipts for monies received, as applicable to the program/service.
- Logs daily statistics and prepares reports on service delivery
- Compiles statistical and other data to prepare reports and documents related to services provided.
- Responds to inquiries or requests for information from other employees, departments and the public.
- Answers incoming calls from Regional staff requiring service including emergency situations; utilizes specialized software to log information/work orders in accordance with program/service.
- Provides reception/switchboard relief and back-up duties to other clerical support positions, as required.
QUALIFICATIONS
- Post-Secondary certificate/diploma in Business/Secretarial Science (one (1) year or more) or related program or approved equivalent combination of education and experience.
- Minimum two (2) years secretarial/administrative experience in a computerized/automated office environment.
- Demonstrated experience providing administrative support in an environment with a broad variety of administrative and clerical functions with responsibilities for one or more program(s) and/or manager(s), with an emphasis on determining priorities and organizing activities of a diverse work assignment, including customer service, records management and report generation.
- Thorough knowledge of general office procedures, including taking minutes, editing reports and correspondence, and electronic/manual records management file systems, including security measures.
- Knowledge and demonstrated ability in corporate core competencies including communication, innovation, teamwork and collaboration, and personal ownership.
