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Ft Administrative Assistant

7 months ago

Winnipeg, Canada Manitoba Liquor and Lotteries Full time

**_All Manitoba Liquor & Lotteries employees may apply. _**_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._**

**Job Purpose**:
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 Executive Assistant or Team Leader or department management. The incumbent will perform a variety of confidential administrative support functions for the department and/or division.

**Responsibilities**:

- 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 NOLL 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.
- Other duties as assigned.

**Primary Qualifications**:

- Completion of a Grade 12 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 Office programs and internet.
- Experience preparing meeting minutes, agendas and other related office correspondence is required.
- Intermediate skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).
- Strong verbal and written communication skills, as well as organizational skills, are required.
- Have demonstrated the ability to work with 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.

**A Great Place to Work Enjoy fantastic benefits with our Total Rewards package**

**Work/Life Balance and Wellness**
- **Discretionary Time**: Up to 10 paid discretionary leave days per year, depending on bargaining unit. Employees can carry forward discretionary leave days each year for a total of up to 50 days.
- **Hybrid Work Model**: Remote/Office work for eligible positions.
- **Flex Time**: Flexible shifts and work hours for eligible positions.
- **Maternity and Parental Leave**: Top-up of E.I. maternity leave benefits to 93% of employee’s basic earnings for 17 weeks.
- **Fitness Allowance Reimbursement, depending on bargaining unit**: Up to $250 per year that can be used to cover gym memberships, fitness equipment, and more.
- **Computer Purchase /Fitness Purchase Program**: Interest free loans for employees purchasing computer equipment to increase computer literacy, learning, and professional growth, or to purchase fitness equipment for personal health and wellness.
- **Diversity and Inclusion**: Our Di