Administrative Assistant

Position: Administrative Assistant )
COMPETITION # 16-26 1417 POSITION TYPE FULL TIME
You are an Administrative Assistant.
You will provide administrative support services to Manitoba Possible Services, including assistance to the Clinical Manager, Outreach Therapy Staff, consumers and the general public. Additional tasks will be specified as pertaining to individual departments. The Administrative Assistant must meet multiple deadlines and perform a wide variety of clerical and service‑related tasks to contribute to the efficient operation of the office.
Responsibilities   Provide operational and administrative support to Manitoba Possible Services programs as assigned.
Perform reception duties, familiar with telephone, TTY, voicemail systems, respond to the public, direct routine requests for information and appropriately refer inquiries.
Manage office data: create, maintain, and administer consumer files; coordinate, track and prepare intake files and associated data.
Demonstrate proficiency with software programs such as MS Word, Excel, Access, PowerPoint, financial and client databases.
Ensure office forms and procedures are consistent with program and service areas, identify and recommend clarifications, and coordinate procedural improvements.
Coordinate financial activity: process accounts payable/receivable, manage purchase orders and invoicing, reconcile petty cash and general ledger, and ensure confidentiality.
Represent and participate on Services initiatives, committees and projects as assigned by the Supervisor/Director.
Assist Manitoba Possible Services in compliance with internal policies and procedures and support SPA processes, e.g., record retention and privacy policy.
Participate and support meetings: minute‑taking, agenda setting, preparation and distribution of materials/packages.
Provide backup relief for Manitoba Possible Administrative support positions as required.
Prepare cyclical reports for Manitoba Possible Services or applicable departments.
Provide technological support to department staff as needed.
Assist staff with workshops, special events, mailouts and meetings.
Maintain the client database.
Coordinate the Parent Evaluation Questionnaire, compile raw data and distribute as required.
Coordinate bookings and scheduling for Deaf interpreters for program activities and meetings.
Maintain office supplies, forms and equipment, ensuring stock levels and servicing as needed.
Support the department with daily incoming and outgoing mail (open, sort, date stamp, distribute).
Support volunteers and work experience participants.
Qualifications   At least two years direct experience in an administrative assistance position.
Post‑secondary certificate/diploma in Office Management or Administration.
Advanced skills in Microsoft Outlook, Excel, PowerPoint and Word; aptitude to quickly learn additional software.
Proficiency with current office machines, computers and customized databases.
Ability to work well individually and as a team member under pressure to meet deadlines.
Excellent verbal and written communication skills, confidence and professionalism.
Self‑direction, high motivation and enthusiasm.

Experience with basic accounting.
High degree of discretion handling confidential/sensitive information.
Professional manner representing Manitoba Possible image internally and externally.
Fluency in French and/or ASL is an asset.

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