Administrative Assistant/executive Assistant

3 weeks ago

Winnipeg, Canada Manitoba Government Full time

THIS POSITION IS OPEN ONLY TO EMPLOYEES OF THE MANITOBA PUBLIC SERVICE.

**Administrative Assistant/Executive Assistant**:
AY4 Administrative Secretary 4

Regular/full-time

Department of Labour, Consumer Protection and Government Services; Department of Transportation and Infrastructure

Vital Statistics Branch/ADM Office, Consumer Protection Division/Corporate Services Division

Winnipeg MB

Advertisement Number: 40418

Salary(s): AY4 $48,777.00 - $55,567.00 per year

Closing Date: February 9, 2023

The Manitoba government recognizes the importance of building an exemplary public service reflective of the citizens it serves, where diverse abilities, backgrounds, cultures, identities, languages and perspectives drives a high standard of service and innovation. The Manitoba government supports equitable employment practices and promotes representation of designated groups (women, Indigenous people, persons with disabilities, visible minorities).

An eligibility list may be created for similar positions and will remain in effect until exhausted.

We are filling two positions; one position with the Vital Statistics Branch with the Department of Labour, Consumer Protection and Government Services, and one position for the ADM Office with the Department of Manitoba Transporation and Infrastructure. Detailed position descriptions are available upon request.

The Vital Statistics Branch (VSB) registers vital events related to evidence of foundational identity or vital status, and issues certificates that display information from those records.

The Corporate Services Division within Manitoba Transportation and Infrastructure provides executive management and comptrollership of the department to ensure effective program delivery and appropriate utilization of departmental resources, including: finance, strategy, policy, information management, information technology, and workplace safety and health. Develops legislation and regulatory initiatives, strategies, policies, plans, and programs to sustainably manage, protect, and build Manitoba’s infrastructure. Facilitates meaningful Indigenous engagement and consultations for projects and initiatives, and advances Indigenous reconciliation.

***

Conditions of Employment:

- Must be legally entitled to work in Canada
- Must be able to provide and maintain a satisfactory Criminal Record Check

Qualifications:
**Essential**:

- Experience working as an office administrator and providing administrative support to senior or executive management including managing correspondence, managing calendars, and scheduling and coordinating meetings.
- Office management experience including developing and maintaining office administrative systems and procedures, paper and electronic filing, document tracking, archiving and records management.
- Experience working with sensitive and confidential information in a professional manner.
- Excellent organizational and time management skills with the ability to prioritize and effectively manage tight deadlines.
- Strong written communication skills with experience proofreading, editing and formatting correspondence and reports with accuracy and attention to detail.
- Strong verbal communication skills with the ability to communicate effectively and professionally with the public and staff over the telephone and in person.
- Strong interpersonal skills with the ability to work effectively with a variety of internal and external stakeholders.
- Proficiency with Microsoft Word, Excel, PowerPoint and Outlook.
- Strong problem solving skills with the ability to work independently and exercise a high level of initiative.

**Desired**:

- Experience using SharePoint
- Experience using SAP for timekeeping and preparing purchase orders

**Duties**:
**Administrative Assistant**: The incumbent is the Administrative Assistant to the Director who has responsibility for The Vital Statistics Act, The Change of Name Act, The Marriage Act, and disinterment under The Public Health Act, as well as their associated regulations, and complies with relevant provisions respecting information protection (The Freedom of Information and Protection of Privacy Act, and The Personal Health Act). The incumbent will also provide assistance to the Assistant Director. The incumbent handles very confidential materials and must carry out responsibilities with a high degree of independence. The incumbent carries out research to support initiatives and decision papers; handles sensitive and confidential work duties.

**Executive Assistant to the Assistant Deputy Minister (ADM)**: The Executive Assistant functionally reports to the Corporate Services Manager and provides support with the day-to-day activities in the Corporate Services Divisional Office. The incumbent is responsible for providing highly confidential secretarial and administrative support to the ADM, divisional branches, and work closely with the office of the Deputy Minister.
- Advertisement # 40418
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