Administrative Assistant

4 days ago

Winnipeg, Canada Manitoba Possible. Full time

**We are**

Manitoba Possible. We believe an inclusive and accessible society is possible. That is why we work together to eliminate barriers to full and equal participation. Manitoba Possible provides programs and services throughout the province. The way we do that is by working collaboratively, diversifying in every way possible, and innovating at every level.

**You are**

An_ Administrative Assistant_. You will provide administrative support services to Manitoba Possible Services including assistance to Manager, Outreach Therapy Staff, consumers and the general public. Additional tasks to be specified as pertaining to individual departments.

The Administrative Assistant is required to meet multiple deadlines and perform a wide variety of clerical and service-related tasks, which contribute to the efficient operation of the office.

**Your Role**
- Provide operational and administrative support to Manitoba Possible services programs as assigned.
- Office data management, Create, maintain, and administer consumer files; coordinate, track and prepare files for intake including all associated data. Demonstrate proficiency with the software programs utilized by Manitoba Possible services including but not limited to MSWord, Excel, Access, PowerPoint, Financial and Client data bases.
- Office management for the departments assigned; this includes but is not limited to: Ensuring that forms and procedures remain consistent with all areas in program/services; Identifying office procedures that require clarification and provide recommendations for improvement; Coordinating financial activity such as processing accounts payable/ receivable; Managing purchase orders and related invoicing, and reconciling of petty cash and general ledger and associated financial activities, while ensuring confidentiality.
- Represent and participate on Services initiatives, committees, projects, both internal and as assigned by Supervisor/Director.
- Assist Manitoba Possible Services in compliance with Manitoba Possible policies and procedures and supporting the SPA processes (e.g. Manitoba Possible Services record retention, Privacy Policy, etc.).
- Participate and provide support to meetings as assigned. May include minute-taking, agenda-setting, preparation and distribution of materials and/ or packages.
- Provide back-up relief for Manitoba Possible Administrative support position(s), as required.
- Prepare various cyclical reports as required for Manitoba Possible Services or applicable area/ department.
- Provide technological support to Department staff as needed.
- Provide support to staff for workshops, special events or mailouts, and meetings.
- Maintain the Client Data Base.
- Coordinate the Parent Evaluation Questionnaire, compiling the raw data returned and distributing as required.
- Coordinate bookings and scheduling for Deaf Interpreters for program activities and meetings as requested.
- Maintain office supplies and forms, as well as office equipment, ensuring that supplies and forms are kept stocked and office equipment is serviced as needed.
- Provide support to Department with daily incoming and outgoing mail, i.e. opening, sorting, date stamping, and distributing as required.
- Provide support to volunteers and work experience participants.

**What You Know**
- At least two years direct experience in an administrative assistance position.
- Post-Secondary Certificate/Diploma in Office management or Administration.
- Advanced skills in Microsoft Outlook, Excel, PowerPoint and Word; ability to quickly learn additional software programs, as required. Proficiency with current office machines, computers, customized data bases.
- Ability to work well, individually and as team member, under pressure to meet deadlines.
- Excellent communication skills both verbal and written, ability to communicate confidently and professionally.
- Self-direction, high motivation and level of enthusiasm.
- Experience with basic accounting.
- High degree of discretion when dealing with confidential/sensitive information.
- Professional manner as representative of Manitoba Possible image both internally and externally.
- Fluency in French and/or ASL is an asset.

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