Administrative Assistant

6 months ago

Winnipeg, Canada Simaril Inc Full time

**Administrative Assistant - Simaril Inc**

The Administrative Assistant fulfills receptionist duties and, provides administrative support to the Simaril administrative team and ensures the office is in an organized and prepared manner.

The Administrative Assistant reports to the Office Manager.

**The Administrative Assistant is Responsible for**:
**General**:

- The ability to handle multiple projects and timelines.
- Maintain positive and effective communication and public relations with community, family, and other professionals.
- Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
- Follow and maintain policies and procedures regarding confidentiality and privacy in sharing information about people supported, employees and Simaril Inc.
- Understand Simaril Inc policies and legislative requirements and communicate to direct reports.
- Be familiar with and conduct self-according to Simaril Inc. Policies and Procedures.
- Report any agency related changes and significant issues to the Executive Director.

**Administration**:

- Professionally assist all incoming phone calls, electronic enquiries/ messages or visitors and directing their requests to the appropriate party.
- Greet all guests, provide general information, and ensure they are comfortable while advising appropriate staff that guest is waiting.
- Process and distribute all incoming and outgoing mail manually or electronically (including cash, check, invoices etc.)
- Office management, including faxing, scanning, photocopying, and ordering supplies.
- Responsible for the creation, processing, and delivery of office meeting minutes.
- Photocopy and collate documents for distribution.
- Maintain appropriate and accurate records as required by Simaril Inc and the Province of Manitoba.
- Assist with development and management of agency tracking systems.
- Provides administrative support to the Executive Director as required.
- Ensure all departments have access to necessary resources (charts, forms, updated phone lists etc.)
- Maintains agency files ensuring property security and accuracy of files.
- Archives files as required.
- Assist with maintaining an up-to-date phone and address lists, charts, and forms.
- Receives donation of cash and in-kind and directs to Office Manager for processing.
- Participates in maintaining a binder of current administrative procedures.
- Arrange and assist with organizing agency functions (eg. AGM & Staff Events)
- All other tasks that are required for the smooth and efficient running of the office.

**Accounting**:

- Accounts payable complete to check requests.
- Basic accounting in conjunction with the Executive Director and Office Manager.

**Skills & Qualifications**:

- 2-3 Years administrative experience.
- Preferred: Successful completion of an administrative program.
- Training and/or experience in office management.
- Understand and perform basic accounting procedures.
- Proficiency in the use of computer programs for: o Microsoft Office 365 platform o Word, Excel, Scheduling & Teams o E-mail o Internet
- Reliable and responsible.
- Excellent interpersonal skills.
- Able to work in a busy environment.
- Well-organized.
- Able to prioritize duties.
- Able to work independently and as part of a team.

**Due to the personal and sensitive nature of this position successful applicants will be asked to provide an original
Criminal Record Check with Vulnerable Sector Search, and an original clear Adult Abuse Registry Check and Child Abuse
Registry Check Prior to starting employment.

**Compensation & Benefits**:
Simaril offers a generous benefits package that includes medical, dental, vision care, pension, and paid time off.

**Hours and Working Conditions**:
This is a full-time position working Monday to Friday 8:30 am - 4:30 pm. The Administrative Assistant is entitled to one hour of paid time for lunch. This position may be required to work some overtime hours, with paid compensation, to attend meetings of the Board and during agency functions throughout the year.

**How to Apply**:

- All interested applicants are asked to send a cover letter, their current resume. Your cover letter should demonstrate how you feel you could be successful with this role

**Job Types**: Full-time, Permanent

**Benefits**:

- Casual dress
- Company events
- Company pension
- Dental care
- Employee assistance program
- Extended health care
- Life insurance
- On-site parking
- Paid time off
- Vision care
- Wellness program

Flexible Language Requirement:

- French not required

Schedule:

- 8 hour shift
- Monday to Friday

Supplemental pay types:

- Overtime pay

**Experience**:

- Administrative experience: 2 years (preferred)
- Office: 2 years (preferred)

Work Location: In person

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