Description
DESCRIPTION
Person who supports a manager within an administrative unit in their administrative and professional duties. They perform secretarial or office-related tasks requiring in-depth knowledge of the environment in which they operate. They carry out a range of complex secretarial or office-related tasks, such as preparing letters, documents, reports, and other related duties. They are responsible for the logistical and informational organization of meetings, convene participants, and may be required to attend and draft the minutes.
They may sort mail, draft correspondence, and maintain filing systems. They may independently assume responsibilities within the organization for coordinating, organizing work, and ensuring the quality of a range of secretarial or office-related tasks. They may also perform tasks related to a specific department, such as accounting or procurement.
In addition to their Administrative Officer class 1 responsibilities, the incumbent will also be responsible for the purchase, receiving, verification, classification, storage, inventory and distribution of merchandise to the different departments throughout the establishment. They may also meet with representative of regular suppliers of the establishment.
SPECIFIC FUNCTIONS
• Perform administrative and clerical duties for the Director of Material Resources;
• Greet visitors, take calls and manage schedules, including travel arrangements, meetings, and events;
• Prepare reports and financial data;
• Support in planning the training for the employees, in collaboration with the Director, as needed;
• Analyze memos, briefs, and reports received; draft and send presentations and reports on behalf of the executive team; coordinate the drafting, production, and presentation of these documents;
• Draw up meeting agendas and organize meetings;
• Write reports, do research, compile data, and prepare documents at the request of the Director;
• Manage several files simultaneously and see them through to completion;
• Oversee the general maintenance of the Montréal 6th floor offices;
• Ensure the purchasing of office supplies and maintaining proper stock levels for the Montréal offices;
• Provide administrative support to the employees of the Montréal office, as needed;
• Oversee shipping and reception of merchandise for the CBHSSJB Montréal offices;
• Ensure follow-up on unclaimed merchandise with stakeholders and suppliers.
REQUIREMENTS
Education:
• High school diploma.
Experience:
• Two (2) years of relevant administrative experience with similar responsibilities;
• Experience in health information systems, an asset.
Knowledge and skills:
• Good knowledge of conventional clerical work;
• Strong organizational skills: prioritize, file, organize, and archive documents and files;
• Good knowledge of computer applications (Word, Excel, PowerPoint, etc.);
• Must be physical able to pull, push and lift a minimum weight of 20 pounds (shipping and receiving of boxes);
• Courteous;
• Team player;
• Autonomous, flexible, and discreet;
• Able to work under pressure, independently, with very little supervision;
• Responsible, attentive, self-motivated;
• Pragmatic, detail-oriented, analytical, proactive;
• Excellent communication skills (written and spoken);
• Customer service-oriented;
• Knowledge of the MSSS network and administrative rules (an asset).
LANGUAGES
• Fluent in English and French;
• Fluency in Cree is an asset.
OTHERS
• Reception hours: Monday to Friday from 9am to 5pm.
