Administrative Assistant

at  Ministry of Transportation

The Engineering Office is looking for someone who enjoys challenges and is results-driven. You must be highly motivated and demonstrate the ability to use initiative and manage time effectively.
If this sounds like you, please consider this exciting opportunity with the Ministry of Transportation!

ADMINISTRATIVE AND FINANCIAL SKILLS

• you have proven experience providing administrative and financial support
• you have experience working with financial procedures and processes including budget forecasting
• you have knowledge and experience with administrative and office procedures, practices and guidelines
• you are able to develop and maintain electronic and manual filing and records management system

ORGANIZATIONAL, PRIORITIZATION AND TIME MANAGEMENT SKILLS

• you have effective organizational skills to assess administrative requirements as well as determine and schedule priorities among conflicting demands
• you are able to work independently in a fast paced, high volume team environment with minimal supervision

ANALYTICAL AND PROBLEM SOLVING SKILLS

• you have proven analytical and problem solving skills to analyze and interpret complex financial information and reports
• you are able to identify and resolve discrepancies relating to invoices and updating of financial reports, and ensure accuracy and completeness
• you have problem solving skills to reconcile expenditures and travel claims

COMMUNICATION AND INTERPERSONAL SKILLS

• you have proven written communication skills to prepare correspondence
• you have well developed communication skills to respond to inquiries and work harmoniously with others
• you understand confidentiality and what information to release
• you understand the need for tact and diplomacy in determining which issues may become contentious, and taking appropriate action

COMPUTER AND OFFICE EQUIPMENT SKILLS:

• you have well developed computer skills and experience with software applications for word processing, database management, presentations, web browsing, file sharing, email and calendar management.
• you have knowledge and experience with general office equipment such as multi-functional devices, fax machines,
  copiers, printers and scanners and the ability to perform routine maintenance (i.e. replace toner, printer cartridges trouble shoot etc).

In this role, you will:

• provide administrative, general financial and clerical support
• perform a variety of word processing services
• answer telephone calls and respond to routine inquiries
• obtain, open, sort and distribute incoming mail in compliance with established guidelines
• coordinate and maintain correspondence tracking
• make arrangements for meetings, book meeting rooms and schedule appointments
• maintain a filing and records management system