Administrative Assistant

at  Ministry of Natural Resources

The Ministry of Natural Resources seeks an organized Administrative Assistant. You will coordinate and provide administrative services to support Section level operations, activities and project initiatives within the Policy Division.

ADMINISTRATIVE KNOWLEDGE:

• you have knowledge of administrative service principles, methods and practices, to provide effective administrative services;
• you have financial knowledge to support financial administrative services;
• you have experience working with records and human resource documents to provide support to the manager on section records management

COMMUNICATION AND INTERPERSONAL SKILLS:

• you can respond to general inquiries and provide information with tact and diplomacy;
• you can format and prepare a range of documents (e.g. correspondence, reports, memos and proposals, contracts, letters, spreadsheets, minutes, presentations) from draft/edited documents, and/or verbal or written instructions;
• you can work effectively as part of a team

REASONING AND ORGANIZATIONAL SKILLS:

• you can determine what matters should be given priority when performing a variety of different administrative responsibilities with conflicting deadlines, and to respond effectively to fluctuating work-load demands;
• you can review incoming correspondence and information requests and refer to the appropriate staff member

OTHER ESSENTIAL SKILLS:

• you are proficient with computer programs to prepare various documents and presentations (e.g. Word, Powerpoint and Excel);
• you can operate and provide basic maintenance of standard office equipment (e.g. printers, photocopiers) to troubleshoot routine issues;
• arithmetic skills to calculate employee attendance, reconcile/balance petty cash expenditures, and check/verify calculations on expense claims and invoices

In this position, you will:

• coordinate logistical arrangements for meetings, stakeholder events and sessions; set-up and support for Microsoft Teams, videoconferences and teleconferences;
• provide financial administration and processing (e.g. review expense claims, enter invoices using the government’s financial management system, reconcile purchase card monthly statements etc.);
• assist in the administration, processing and tracking of section human resources information/documents (e.g. recruitment, contract renewals, merit increases, vacation schedules, attendance, purchasing card administration, assignment end-dates);
• prepare requests for information technology assets and email accounts; coordinate and maintain equipment inventory;
• format and prepare a range of documents such as correspondence, reports, memos and proposals, contracts, executive letters, spreadsheets, minutes, presentations and briefing notes;
• support the section in ensuring records are properly managed and saved in accordance with approved records retention protocols;
• process incoming and outgoing mail, and courier packages; respond to incoming general calls; monitor and order office supplies; maintain printer and photocopiers;
• provide support on special projects and assignments;
• provide backup support to other Administrative Assistants within the branch and across the division