Description:
Reporting to Branch Director – Interior and Provincial Director Performance, Integration and Transformation, the Administrative Assistant is responsible for administrative support activities relating to financial, organizational and strategic planning of the Supply Chain Interior Branch, SSO as well as administrative support related to the Performance, Integration and Transformation portfolio; Procurement, labour relations, capital project planning and acquisition, essential service planning, and Supply Chain processes.
What you’ll do
- Provide confidential secretarial and administrative support by completing documents such as specialized and/or technical correspondence, legal and other reports, agendas, meeting minutes, presentations and memoranda; participate in a variety of meetings and/or act as a secretary to assigned committees by preparing agendas, compiling background materials, attending and recording proceedings; prepare and distribute minutes and perform follow up action on administrative duties, as needed.
- Assist the Branch Director – Interior and Provincial Director Performance, Integration and Transformation by attending managerial meetings and providing clerical support including, but not limited to, composing correspondence and reports related to human resource management issues such as: the impact of allocation of staff resources; preparation and follow-up for grievance meetings; discipline of staff members; trends in absenteeism and performance management issues.
- Coordinate the workflow for an assigned area; develop and implemen new work methods and procedures; identify problems and recommend alternative solutions; implemen approved changes.
- Screen and act upon requests and inquiries directed to the Branch Director – Interior and Provincial Director Performance, Integration and Transformation and other designated staff; use appropriate judgement in determining priorities; respond by providing the necessary information or directing to the appropriate personnel; maintain current knowledge of organizational activities and issues to effectively respond to inquiries.
- Utilize advanced word processing, spreadsheet, database and presentation applications to input information, complete and update manuals and various confidential documents including reports, charts, tables, letters, presentation material and newsletters from rough draft and/or general instruction.
- Gather, compile and maintain confidential information such as statistical data on relevant departmental operations; research, organize, and summarize information for reports; maintain budget and other confidential files by gathering, compiling, collating, calculating, and preparing information for reports, briefs and projects; monitor departmental expenditures and perform variance analysis to ensure fiscal and budget guidelines are followed.
- Assist in the Capital Planning process by setting up & maintaining records of all capital planning forms, following up with Supply-chain responsible for pricing.
- Perform record management duties such as setting up and maintaining manual and computerized filing and distribution systems for a variety of records and files; set up numeric, alphabetical and subject filing systems, indexing files and other materials to be filed; conduct file searches, as required.
- Discuss inquiries for information with a variety of internal and external contacts; respond to routine written inquiries by composing and signing correspondence; draft sensitive and/or confidential correspondence for appropriate signature.
- Act as resource for problem identification and resolution of administrative policies and procedures, correspondence or reference materials; coordinate functions and/or act as a liaison between departments and/or external stakeholders to facilitate problem resolution; follow up on ongoing projects/issues, as needed.
- Maintain and monitor levels of office stationery and supplies; receive materials such as supplies, books and periodicals; check packing slips to ensure appropriate goods are received and follow up on any discrepancies.
- Arrange meetings as directed; book and set up meeting rooms; order catering and prepare materials and/or necessary equipment; make travel arrangement and organize formal events such as conferences and seminars; maintain and organize appointment calendars by receiving appointment requests and determining priority and urgency of requests for scheduling requirements; compile expense claims and process a variety of related documents.
- Provide support related to human resources matters including, but not limited to, vacation scheduling, maintaining schedules /records of departmental performance and attendance evaluations, discipline investigations and recruitment-related matters.
- Maintain timekeeping records for designated staff by receiving time sheets and approved requests according to established policies and procedures; verify and/or correct information and submit information in the appropriate form to Payroll for processing.