Ft Administrative Assistant, Retail Sales

5 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**:
Reporting to the Executive Assistant, Liquor & Cannabis Operations, the Administrative Assistant will work as part of the Retail Sales team, and is responsible for providing accurate, professional and confidential administrative support, understanding the priorities as defined by the Executive Assistant. The incumbent will perform a variety of administrative support functions for the department and/or division, while delivering exceptional customer service.

Please note that this is a French/English bilingual position.

**Responsibilities**:

- Format, type and proofread correspondence, reports, and various business documents, and ensure consistency and accuracy.
- Coordinate information flow and outstanding requests from the direct reports of the Director, Retail Stores
- Coordinate administrative support and office procedure functions for the department.
- Research documentation and background information as requested. Analyze information, data and/or calculations and present results.
- Perform basic to complex data entry and retrieval, as required.
- Perform document tracking. Develop and maintain a file and records management system to support effective filing, retrieval and distribution as required.
- Provide administrative support to other departmental management and staff within the Liquor Operations Retail Sales department.
- Control the flow of information, expediting matters of high priority (i.e., deadlines, urgent matters)
- Schedule and coordinate meetings and other events, distribute relevant documentation, reserve meeting space and provide hospitality services (i.e., coffee service, food orders, etc.) when appropriate.
- Prepare material for meetings.
- Coordinate travel authorization requests, travel arrangements, accommodations, car rentals and conference registrations for the Retail Sales team.
- Receive and track all requests from various departments (e.g., office supplies, banquets, information, etc.)
- Submit hours worked for all department employees. Verify payroll and coordinate adjustments upon verification by department manager.
- Record, type and distribute minutes from various meetings.
- Maintain office supply inventory. Order supplies as required and distribute accordingly.
- In the absence of the Executive Administrative Assistant, forward priority issues to appropriate member of Management for action to ensure continuity of workflow.
- In the absence of the Executive Administrative Assistant, the incumbent may provide support to the Divisional Leader as required.
- Encourage a climate that supports diversity.
- 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.
- Bilingual (French/English) language skills.
- 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.

**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**: U

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