FT Administrative Assistant - Corporate Facilities

at  Manitoba Liquor and Lotteries

All Manitoba Liquor & Lotteries employees may apply. Manitoba Liquor and Lotteries is committed to Diversity, Equity and Inclusion. We strive to hire a workforce that reflects the community we serve. Employment equity will be considered therefore applicants who identify as women, Indigenous people, members of racialized groups, and persons with a disability are encouraged to apply.

PRIMARY QUALIFICATIONS

• Completion of a Grade 12 High School diploma or G.E.D. equivalent.
• Graduation from an Administrative Assistant training program, or equivalent combination of education and experience in an administrative capacity.
• A minimum of two (2) years of related work experience in an administrative support function.
• The ability to listen effectively and understand routine office procedures.
• Experience in working with Microsoft Office programs and internet.
• Experience preparing meeting minutes, agendas and other related office correspondence is required.
• Intermediate skills in Microsoft Office (Word, Excel, PowerPoint and Outlook).
• Strong verbal and written communication skills, as well as organizational skills, are required.
• Have demonstrated the ability to work with supervision and as part of a team.
• Keyboarding skills of at least 40 to 60 wpm. Must maintain the strictest confidence in dealing with sensitive business and employee information.
• Training in Telephone Etiquette and Communication Skills is an asset. Basic accounting skills are an asset.

JOB PURPOSE

The Administrative Assistant may work as part of a team, and is responsible for providing accurate, professional and confidential administrative support, understanding the priorities as defined by the Executive Assistant or Team Leader or department management. The incumbent will perform a variety of confidential administrative support functions for the department and/or division.

JOB RESPONSIBILITIES

• Answer telephone and electronic enquiries and relay telephone calls and messages.
• Arrange travel schedules and make reservations, when required.
• Determine and establish office procedures.
• Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person.
• May train office staff in procedures and in use of current software.
• Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations. Maintain mail log.
• Order office supplies and maintain inventory.
• Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from dictation and handwritten copy.
• Record and prepare minutes of meetings.
• Schedule and confirm appointments/meetings.
• Set up and maintain manual and computerized information filing/records management systems. Initiate and ensure completion of the records management process according to the approved NOLL records schedules.
• May compile data, statistics and other information.
• May organize conferences.
• Maintain, reconcile and prepare all expense reports on behalf of the Manager.
• Prepare purchase requisitions and cheque requests, ensuring correct budget codes, and follow up on outstanding orders.
• Purchase supplies utilizing P-Card following established policies (if applicable).
• Reconcile and prepare out-of-province travel reports.
• Reconcile monthly P-Card transactions, including filing of purchase detail receipts, validating transactions and reconciling accounts via the on-line Purchasing Card program.
• Review expense and mileage claims received from other personnel that require Management’s approval.
• Review invoices to ensure they are accurate and complete prior to Management’s review for signature.
• Other duties as assigned.