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Administrative Assistant

4 months ago

Winnipeg, Canada Manitoba Liquor and Lotteries Full time

Full Time Employment Opportunity **COMPETITION #MLL057/23-24**

Reporting to the Team Leader at Central Services, the Administrative Assistant may work as part of a team, and is responsible for providing accurate, professional and confidential administrative support, understanding the priorities as defined by the Team Leader or department management. The incumbent will perform a variety of confidential administrative support functions for the department and/or division.

**Duties**:

- Answer telephone and electronic enquiries and relay telephone calls and messages.
- Arrange travel schedules and make reservations, when required.
- Determine and establish office procedures.
- Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person.
- May train office staff in procedures and in use of current software.
- Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations. Maintain mail log.
- Order office supplies and maintain inventory.
- Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from dictation and handwritten copy.
- Record and prepare minutes of meetings.
- Schedule and confirm appointments/meetings.
- Set up and maintain manual and computerized information filing/records management systems.
- Initiate and ensure completion of the records management process according to the approved MBLL records schedules.
- May compile data, statistics and other information.
- May organize conferences.
- Maintain, reconcile and prepare all expense reports on behalf of the Manager.
- Prepare purchase requisitions and cheque requests, ensuring correct budget codes, and follow up on outstanding orders.
- Purchase supplies utilizing P-Card following established policies (if applicable).
- Reconcile and prepare out-of-province travel reports.
- Reconcile monthly P-Card transactions, including filing of purchase detail receipts, validating transactions and reconciling accounts via the on-line Purchasing Card program.
- Review expense and mileage claims received from other personnel that require Management’s approval.
- Review invoices to ensure they are accurate and complete prior to Management’s review for signature.
- Performs other duties as assigned.

**Primary Qualifications**:

- Completion of a Grade XII High School diploma or G.E.D. equivalent.
- Graduation from an Administrative Assistant training program, or equivalent combination of education and experience in an administrative capacity.
- A minimum of two (2) years of related work experience in an administrative support function.
- The ability to listen effectively and understand routine office procedures.
- Experience in working with Microsoft 365 programs and internet.
- Intermediate skills in Microsoft 365 (Word, Excel, PowerPoint, Outlook, OneDrive, and Teams).
- Experience preparing meeting minutes, agendas and other related office correspondence is required.
- Strong verbal and written communication skills, as well as organizational skills, are required.
- Have demonstrated the ability to work with mínimal supervision and as part of a team.
- Keyboarding skills of at least 40 to 60 wpm. Must maintain the strictest confidence in dealing with sensitive business and employee information.
- Training in Telephone Etiquette and Communication Skills is an asset.
- Basic accounting skills are an asset.

**Secondary Qualifications**
- Bilingual (French/English) language skills.
- Manitoba Liquor and Lotteries is committed to Diversity, Equity and Inclusion. We strive to hire a workforce that reflects the community we serve. Employment equity will be considered therefore applicants who identify as women, Indigenous people, members of racialized groups, and persons with a disability are encouraged to apply._
- If you require an accommodation at any time during the recruitment process, please let us know how we can meet your needs._

**Salary**:$21.80-$26.84

**Bargaining Unit**:EXEMPT

**Location**:Central Services
- We thank all interested applicants, however, only those selected for interviews will be contacted._

**Salary**: $21.80-$26.84 per hour

Work Location: Hybrid remote in Winnipeg, MB

Application deadline: 2023-05-17