Office Assistant

PEGUIS COMMUNITY SUPPORTS AND SERVICES

POSITION DESCRIPTION

**POSITION TITLE**: OFFICE ASSISTANT

**DEPARTMENT**: SUPPORT SERVICES - SELKIRK HUDDLE

**REPORTING RELATIONSHIPS**

**POSITION REPORTS TO**: MANAGER OF INTEGRATION & INNOVATION

***: The Office Assistant will provide day to day administrative support for Peguis Community Supports and Services - Huddle Selkirk program. The incumbent is expected to exercise initiative and independent judgement in determining work priorities, work methods to be employed and action to be taken. The Office Assistant functions in a manner consistent with and supports the Mission, Vision and Values of Peguis Community

Supports and Services.

**ESSENTIAL FUNCTIONS AND DUTIES**

Function and duties include but are not limited to the following:

- Provides confidential administrative and reception support to Peguis Community

Supports and Services - Huddle Selkirk program, ensuring administrative management functions are maintained.
- Coordinates the logístical aspect of team programs; meetings, seminars and workshops, special projects and events for Huddle Selkirk program.
- Reviews documents, reports and correspondence prepared for signature of staff for format, content, grammar/spelling, making edits as necessary, preparing, channelling or referring for response and action and ensuring completion of disposition. Drafts routine correspondence.
- Types and formats policies, pamphlets, forms, letters, reports, etc as required.

Peguis Community Supports and Services/job description/Huddle Selkirk/Office Assistant
- Provides personnel management support (coordinates performance appraisals, leave requests, etc)
- Provides contract management administrative support (coordinating legal review, signed approvals, etc)
- Prepares text and electronic presentations as required
- Develops and maintains central administrative filing system (both electronically and paper) and maintains the security and confidentiality of all files in accordance with both PHIA (Personal Health Information Act) and FIPPA (Freedom of Information and

Privacy Act) for the Huddle Selkirk program.
- Contributes to team problem solving
- Participates proactively in team building and professional development activities of peers and colleagues
- Plans, coordinates, and participates in the support of significant projects (Policy development, Budget process, Proposals, etc)
- Receive incoming mail; review, evaluate and distribute to appropriate department/staff
- Purchases office supplies as required
- Manages incoming and outgoing mail daily
- Keeps current on developments within the support services Huddle Selkirk department/program
- Serve as a back-up for various accounting and administrative functions

**OTHER**:

- Performs other duties as assigned.
- Key Working Relationships: o Executive Director o Chief Financial Officer o Managers o Supervisors o Staff and Clients

**PERFORMANCE MEASUREMENTS**:

- Achieving and maintaining exceptional customer service of Peguis Community

Supports and Services - Huddle Selkirk program
- Maintaining annual budget and operational efficiency targets
- Achieving annual work plan outcomes
- Maintaining current performance appraisals for all reports

Peguis Community Supports and Services/job description/Huddle Selkirk/Office Assistant

**QUALIFICATIONS**:
**EDUCATION/CERTIFICATION**:

- Grade 12
- Completion of a recognized administrative/secretarial program preferred, or a suitable combination of education and experience

**REQUIRED KNOWLEDGE**:

- Demonstrated ability using Microsoft Office including Word, Excel, PowerPoint,

Outlook, etc.

**EXPERIENCE REQUIRED**:

- Three (3) years’ related experience is required.
- Accurate data entry skills with a minimum 60 words per minute
- Self-started with the ability to work independently with mínimal supervise. Must be able to exercise initiative and good judgement in determining work priorities
- Good organizational, analytical, and interpersonal skills with the demonstrated ability to communicate effectively, both verbally and in writing with staff, outside agencies and the public is required
- Ability to work with a variety of sensitive information and maintain confidentiality
- Ability to work under pressure and meet deadlines
- Ability to work with frequent interruptions
- Good physical and mental health to meet the demands of the position

**SKILLS/COMPETENCIES**:

- Ability to greet and assist all clients in a warm and friendly manner
- Effective attention to detail and a high degree of accuracy
- High level of integrity, confidentially, and accountability
- Strong work ethic and positive team attitude
- Sound analytical thinking, planning, prioritization, and execution skills.
- Ability to respond appropriately in pressure situations with a calm and steady demeanor
- A well-defined sense of diplomacy, including solid negotiation, conflict resolution, and people management skills
- Excellent teamwork and team buil