Administrative Assistant - Clerk B (Under Review)

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Recruitment Details

Administrative Assistant - Clerk B (Under Review)

Department: Indigenous Relations Division

Designated Work Location: 3rd Floor, 510 Main Street - Hybrid with designated work location

Position Type: Permanent, Full-time

Salary: $1719.74 - $2013.57 biweekly

Posting No: 123995

Closing Date: December 22, 2023

Providing a wide range of services to over half of all Manitobans, The City of Winnipeg is one of the largest employers in Manitoba. We provide a comprehensive range of benefits and career opportunities to our employees. These include competitive salaries, employer-paid benefits, dental and vision care, pension plans, and maternity/parental leave programs. Additionally, we offer education, training, and staff development opportunities to ensure that our employees are equipped with the necessary skills to advance in their careers.

Our Benefits web page provides detailed information about the benefits we offer, and we encourage you to visit it for further information at City of Winnipeg Benefits . We take pride in fostering a , diverse , safe, and healthy workplace where our employees can thrive and achieve their full potential.

Flexible work arrangements, which may include flexible hours, remote work, or a hybrid of remote work may be available; subject to review and approval. Please note that Employees who are approved to work remotely are responsible for and must demonstrate that they are available to return to their Designated Work Location and/or other work location to attend meetings or attend other tasks that occur in person.

The City is committed to attracting and retaining a diverse skilled workforce that is representative and reflective of the community we serve. Applications are encouraged from equity groups that have been and continue to be underrepresented at the City; Indigenous Peoples, Women, Racialized Peoples, Persons with Disabilities, 2SLGBTQQIA+ Peoples and Newcomers are encouraged to self-declare.

Requests for Reasonable Accommodation will be accepted during the hiring process.

Preference will be given to candidates of Indigenous descent. Indigenous descent is defined as Indigenous peoples recognized in the Canadian Constitution Act as First Nations, Metis, and Inuit

Job Profile

Under the general direction of the Manager of the Indigenous Relations Division, the Administrative Assistant provides administrative support to the Manager, Indigenous Relations to achieve targets and deliver on strategic goals by providing a broad range of administrative support. The Administrative Assistant works in a fast-paced, deadline-oriented environment and is responsible for coordinating all aspects of the manager’s office, including: work flow, scheduling, meeting arrangements, facilitating requests for information, project status tracking, deadline control, priority identification, communications, and special project support.

In this multi-faceted role, the Administrative Assistant will also provide an advanced level of administrative support to various team members with complex organizational responsibilities to achieve divisional and corporate objectives. The incumbent is calm under pressure, proactive, quick thinking, able to deal with ambiguity and resolve challenges, highly organized, able to deal with confidential and politically sensitive matters, utilizes discretion, exercises sound judgment in workload management, and understands trauma-informed approaches through an Indigenous perspective (or is willing to learn). They should enjoy an innovative environment where challenging and interesting work is part of daily life.

As The Administrative Assistant You Will

• Provide administrative support to the Manager to ensure that the Indigenous Relations’ strategies as well as other organizational priorities are being addressed promptly by the Manager, or designate.
• Manage administrative responsibilities and processes for the Division, within requirements of divisional practices, organizational policies, processes, and administrative standards.
• Provide special project support that contributes to the advancement of the City’s commitments to reconciliation.
• Function as an administrative resource to the Indigenous Relations team.
  
  

Your Education And Qualifications Include

• A diploma in Office Administration or Business Administration; or an equivalent combination of education, training and experience.
• Three years of progressively responsible and diversified office and administrative experience.
• Previous experience working for a First Nation, Métis or Inuit government or Indigenous-led organization would be an asset.
• Experience developing and maintaining electronic workflow, deadline control and issues tracking systems.
• Relevant knowledge of First Nations, Métis, and Inuit historical experiences, current matters, and priorities.
• Strong interpersonal skills with the ability to develop effective relationships and work in a team environment.
• Strong organization and time management skills with the ability to manage multiple tasks and work in an environment with changing priorities and demands.
• Ability to type at 40 wpm.
• Ability to manage confidential and sensitive information in a competent, and culturally sensitive manner.
• Ability to handle / deal with sensitive material that could be emotionally, mentally and spiritually triggering.
• Ability to learn new software (i.e. Microsoft Teams, PeopleSoft, MasterCard/Pcard system, Zoom, etc.).
• Ability to prepare accurate and concise meeting minutes.
• Ability to prioritize tasks and meet deadlines.
• Ability to work independently and undertake assigned responsibilities and special projects with minimal supervision and direction.
• Ability to work effectively and competently with internal and external partners in a positive, receptive and supportive manner.
• Strong attention to detail with the ability to input information into reports/forms/templates with a high level of accuracy.
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook and PowerPoint)
• IMPORTANT: Applicants who have been educated outside of Canada must have education which is comparable to the minimum qualification in Canada. Applicants submitting foreign credentials require an official academic assessment report issued by a recognized Canadian assessment service https://canalliance.org/en/ at application.
  
  

Conditions Of Employment

• Preference will be given to candidates of Indigenous descent. Indigenous descent is defined as Indigenous peoples recognized in the Canadian Constitution Act as First Nations, Metis, and Inuit
• The successful candidate must maintain legal eligibility to work in Canada. If the successful candidate possesses a work permit, it is their responsibility to ensure the permit remains valid.
• A Police Information Check satisfactory to the employer will be required from the successful candidate, at their expense. To obtain Police Information Check information please visit www.winnipeg.ca/police.
• Must be able to travel throughout the City to attend off site meetings while on City business, as required.
  
  

How To Apply

APPLY ONLINE, including all documentation listed below:

• Current resume AND Application Form (Required).
• Cover letter (Required)
• Applications submitted without REQUIRED documentation will not be considered.
• Your application documents must clearly indicate how you meet the qualifications of the position.*
  
  

Notes

Online applications can be submitted at http://www.winnipeg.ca/hr/ . For instructions on how to apply and how to attach required documents please refer to our FAQ’s or contact 311.

Hours of Work:8:30 AM to 4:30 PM, Monday to Friday

Employee Group:CUPE

Position Reports To:Manager of Indigenous Relations Division

• Only candidates selected for interviews will be contacted.