170844 - Administrative Assistant - Department of Health and Wellness - Temporary

The Department of Health and Wellness is committed to Equity, Diversity, Inclusion and Accessibility. Our goal is to build a public sector workforce that reflects the diverse communities we serve and to promote welcoming, diverse, inclusive, respectful workplaces that are accessible to all. We welcome all interested individuals including Indigenous People, persons with disabilities, Black, racialized, ethnic and culturally diverse groups, as well as people regardless of their sexual orientation, gender identities, and gender expressions. Those looking for more information are invited to visit our Equity, Diversity, and Inclusion Policy.

This Administrative Support position functions as an assistant to the Director of Digital Health and Director of Finance as needed. These two divisions have approximately 7 full-time staff. This Digital Health division is responsible for advancing the use of digital health and the integration of technology to improve healthcare delivery, enhance system performance, and achieve better health outcomes.

**Duties will include but are not limited to**:

- Demonstrate an understanding of the Departments’ mission and positively promote its mandate in daily communications;
- Support scheduling of meetings with internal and external committees and events, preparing agenda and other materials, and disseminating in advance of meetings and events; record and organize documentation from committees and events and perform follow-up tasks.
- Support the coordination and management of requests or divisional work, ensuring input is gathered from required stakeholders.
- Maintain and organize files, documents, funding agreements and contracts, minutes, program files, correspondence, etc. within Teams and search files and records to obtain information;
- Perform finance and payroll functions for the unit, support onboarding activities and provide new staff with appropriate documentation as provided by Human Resources;
- Coordinate travel arrangements and prepare itineraries and employee travel and expense claims review;
- Assist with budget forecasting and monitoring, and processing of invoices for accounts payable, Oracle Pcard/IExpense entries; prepare internal and external requisitions and perform payment processing functions; and reconcile final funding projects (e.g Wellness Grants) and expense reports;
- Assist Manager in establishing RIM classification schedule including setting up and maintaining a file system in accordance with the Records Information Guidelines and section programs/services;
- Other related duties.

**Minimum Qualifications**:

- Successful completion of Grade 12;
- Successful completion of a recognized program of office studies;
- Considerable administrative experience in a busy office setting;
- Experience dealing with the public;
- Demonstrated equivalencies will be considered.
- Excellent interpersonal and communication skills; must be able to deal with sensitive and confidential issues with tact and diplomacy;
- Excellent organizational and time management skills and ability to manage multiple priorities and work independently;
- Acceptable Criminal Records Check, including vulnerable sector check & good previous work and attendance record.

**Other Qualifications**:

- Knowledge of government's financial system (Oracle) and Microsoft Outlook would be considered an asset;
- Experience and knowledge of legislative process and working within government policies and programs is an asset;
- Good understanding of third-party contract/agreement procedures;
**This competition may be used to fill future job vacancies.**

**IT IS THE RESPONSIBILITY OF THE APPLICANT TO CONFIRM RECEIPT OF THE APPLICATION, BY TELEPHONE OR IN PERSON PRIOR TO THE CLOSING DATE.**

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