Administrative Assistant (Bilingual) - Community Services Program
About The Position
This is an indefinite term position, subject to end with 24 hours' notice. St.Amant supports over 5,000 people in Manitoba with developmental disabilities, autism and acquired brain injury. We are a not-for-profit organization that offers a wide range of supports for adults, children and their families. Our over 2,000 staff follow a person-centered approach and adapt to the needs of each person and each family. St.Amant is guided by its core values of Collaboration, Hospitality, Excellence and Respect. St.Amant is committed to fostering a culture of diversity, equity, inclusion, and accessibility where everyone is respected, valued, and empowered to bring their authentic selves–free from fear of discrimination–while celebrating the diverse identities and experiences that enrich our community. We stand firmly against individual and systemic discrimination and racism as per the Canadian Human Rights Act. St.Amant’s core values reflect a strong commitment to diversity, equity, and inclusion. St.Amant maintains ongoing commitment to recruiting a diverse and talented workforce which is paramount to supporting the community we serve. Reporting to the Director, Community Services and consistent with the Mission, Values and policies of St.Amant, the Administrative Assistant, Community Services is a critical role in ensuring the success of St.Amant business and operations. Exemplifying the mission, vision and values of St.Amant, the Administrative Assistant works collaboratively with partnered programs while offering employees respectful customer service. The Administrative Assistant performs a broad range of administrative support services for Community Services in accordance with the Mission and Values of the organization and all related policies and procedures. St.Amant, as part of an initiative entitled “Meaningful Connections”, seeks to expand the culture of support (“excellent caretaking”) to include an intentional focus on equipping a person with the opportunities and skills to develop relationships. The goal of this initiative is to have people we support exploring and establishing relationships with people in the community. St.Amant values and promotes volunteerism in the workplace. Volunteers bring optimism and enthusiasm, create positive energy, share diverse perspectives and are an integral part of the work we do. As such and in keeping with the values of our organization, the incumbent to this role is encouraged to actively support, train, mentor, collaborate and invest in volunteer initiatives.
Requirements
- Grade XII diploma or certificate
- Office Administration training, community college or career college level with emphasis in word processing and office skills
- Previous experience providing administrative support services within a high-paced business environment
- Skilled in the use and operation of computers, computer networks, and computer peripherals such as printers and communication devices
- Skilled in the use of software tools and applications including Microsoft Windows & Office (Excel, Word, PowerPoint, Publisher, Access, Outlook), and internet browsers (Internet Explorer, Chrome)
- Skilled in the use of fax, photocopier, and other office equipment
- Knowledge of, and ability to work within, the spirit of the Mission and the Values of St.Amant
- Excellent organizational skills
- Ability to perform a variety of administrative tasks both as part of a team or independently
- Ability to proofread documentation to ensure accuracy of typed material
- Skilled in providing training to staff in the use of productivity software, computer access, office equipment, communication devices and voice-mail systems
- Ability to deal effectively with others both internally and externally in a professional manner
- Ability to develop and use computer filing systems effectively and logically
- Familiarity with and adherence to the Personal Health Information Act (PHIA)
- Ability and motivation to follow instructions or directions conscientiously
- Fluently bilingual in English and French (testing required)
- Ability to work with minimal supervision as well as a collaborative team player in a team environment
- Ability to organize and prioritize work in a fast-paced environment
- Ability to generate ideas to improve work procedures and contribute to an environment that fosters growth, development and innovation
- Superb interpersonal ability to establish and maintain positive and productive working relationships with humility and self-awareness
- Ability and willingness to give and receive honest, balanced feedback
- Demonstrates competence and character that inspires trust
- Acts with integrity and respect in all interactions
- Values and commitment to continuous self-growth and professional learning
- Portrays a positive, energetic, focused, and mature disposition
- Performs all duties with respect to confidentiality, ethics, and accuracy
- Excellent verbal and written communication skills
- Ability to adapt to a continually changing, evolving workplace; flexibility is a must
Responsibilities
- Prepares, types and processes documents, letters, reports, minutes, memos, agendas, forms, databases, manuals, forms, tables, charts, graphs and database entry as required
- Compiles typing material into its final distribution format - compiling binders, binding reports, labeling binders, etc.
- Proofreads all typed material, amending material as required
- Provides photocopy, fax, program/service areas mail and electronic mail services, and distributes copied material as directed
- Circulates reading material to staff and program/service areas for their review
- Completes and distributes forms to internal and external sources as assigned
- Develops databases, enters and maintains data, providing reports as necessary
- Schedules meetings for staff, advising participants by telephone or letter and books meeting locations and makes catering arrangements as required
- Attends designated meetings and records minutes as assigned
- Responds to inquiries regarding programs and activities, and refers to appropriate personnel when inquiries are beyond scope of knowledge
- Develops and maintains various scheduling systems
- Maintains information databases as assigned
- Processes Incident Reports, Month End documentation and other service reports as directed
- Performs or coordinates document management tasks such as filing, photocopying, faxing, scanning, distribution of mail and other information
- Responds to public or internal inquiries regarding program or service activities as directed
- Answers incoming calls and directs callers to the appropriate party
- Greets and assists visitors to the office area and directs them appropriately
Benefits
- Health & Dental Plans
- Life Insurance Plans
- Long Term Disability
- Employer Paid-Employee Assistance Plan
- Employer-Matched Pension Plan
- Access to an on-site gym
- Professional development training opportunities
- Affordable staff parking
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
