Administrative Assistant (Bilingual) - Community Services Program

Job DescriptionJob Description:This is an indefinite term position, subject to end with 24 hours' notice About Us 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 selvesfree from fear of discriminationwhile 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.Position Summary and Scope of Service 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.Qualifications Educational:Grade XII diploma or certificateOffice Administration training, community college or career college level with emphasis in word processing and office skills Professional:Previous experience providing administrative support services within a high-paced business environmentSkilled in the use and operation of computers, computer networks, and computer peripherals such as printers and communication devicesSkilled 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 equipmentKnowledge of, and ability to work within, the spirit of the Mission and the Values of St.AmantExcellent organizational skillsAbility to perform a variety of administrative tasks both as part of a team or independentlyAbility to proofread documentation to ensure accuracy of typed materialSkilled in providing training to staff in the use of productivity software, computer access, office equipment, communication devices and voice-mail systemsAbility to deal effectively with others both internally and externally in a professional mannerAbility to develop and use computer filing systems effectively and logicallyFamiliarity with and adherence to the Personal Health Information Act (PHIA)Ability and motivation to follow instructions or directions conscientiouslyFluently bilingual in English and French (testing required) Personal:Ability to work with minimal supervision as well as a collaborative team player in a team environmentAbility to organize and prioritize work in a fast-paced environmentAbility to generate ideas to improve work procedures and contribute to an environment that fosters growth, development and innovationSuperb interpersonal ability to establish and maintain positive and productive working relationships with humility and self-awarenessAbility and willingness to give and receive honest, balanced feedbackDemonstrates competence and character that inspires trustActs with integrity and respect in all interactionsValues and commitment to continuous self-growth and professional learningPortrays a positive, energetic, focused, and mature dispositionPerforms all duties with respect to confidentiality, ethics, and accuracyExcellent verbal and written communication skillsAbility to adapt to a continually changing, evolving workplace; flexibility is a mustDuties and Responsibilities Consistent with the Mission, Philosophy and Policies of St.Amant, the Administrative Assistant provides a broad range of quality administrative support activities. Quality services are evident when professional communication, timeliness, accuracy, ethical awareness / sensitivity, confidentiality are consistently demonstrated as required by legislation and program/service standards. Duties include:Prepares, types and processes documents, letters, reports, minutes, memos, agendas, forms, databases, manuals, forms, tables, charts, graphs and database entry as requiredCompiles typing material into its final distribution format - compiling binders, binding reports, labeling binders, etc.Proofreads all typed material, amending material as requiredProvides photocopy, fax, program/service areas mail and electronic mail services, and distributes copied material as directedCirculates reading material to staff and program/service areas for their reviewCompletes and distributes forms to internal and external sources as assignedDevelops databases, enters and maintains data, providing reports as necessarySchedules meetings for staff, advising participants by telephone or letter and books meeting locations and makes catering arrangements as requiredAttends designated meetings and records minutes as assignedResponds to inquiries regarding programs and activities, and refers to appropriate personnel when inquiries are beyond scope of knowledgeDevelops and maintains various scheduling systemsMaintains information databases as assignedProcesses Incident Reports, Month End documentation and other service reports as directedPerforms or coordinates document management tasks such as filing, photocopying, faxing, scanning, distribution of mail and other informationResponds to public or internal inquiries regarding program or service activities as directedAnswers incoming calls and directs callers to the appropriate partyGreets and assists visitors to the office area and directs them appropriately The above information is intended to describe the general nature of this position and is not considered to be a complete statement of duties and responsibilities. Additional duties and responsibilities may be assigned provided they are consistent with the qualifications identified and fall within the parameters of this role. As this is a Bilingual Designated position, French Language Testing will be done prior to offer. A requirement is to achieve a B+ level or higher, unless otherwise agreed upon by the program. St.Amant supports equitable employment practices and promotes an inclusive workforce representative of the people we support including diverse abilities, backgrounds, cultures, and identities. Applicants can request reasonable accommodations in all aspects of the selection and hiring process. As a condition of employment, successful candidates will be required to provide a satisfactory Criminal Record Check with Vulnerable Sector Screening, Adult Abuse Registry Check, Child Abuse Registry Check and Prior Contact Check. As a Condition of Employment, new hires must complete a series of Occupational Health checks. This includes the requirement to confirm immunization or immunity of specific communicable diseases. We offer a competitive salary and a comprehensive benefits package that includes: Health & Dental Plans, Life Insurance Plans, Long Term Disability, Employer Paid-Employee Assistance Plan, and Employer-Matched Pension Plan. We also offer access to an on-site gym, professional development training opportunities, and affordable staff parking. Adjointe Administrative - Services Communautaires *Il s'agit d'un poste dure indtermine, susceptible de prendre fin avec un pravis de 24 heures* Rsum des fonctions du poste Les valeurs fondamentales de St.Amant refltent un engagement solide l'gard de la diversit, de l'quit et de l'inclusion. St.Amant cherche constamment recruter une main-d'uvre diversifie et talentueuse qui est essentielle pour soutenir la communaut que nous servons. Relevant de la directrice des Services communautaires et en accord avec la mission, les valeurs et les politiques de St.Amant, l'adjointe administrative exerce un rle crucial dans le succs des activits de St.Amant. En agissant selon la mission, la vision et les valeurs de St.Amant, cette personne travaille en collaboration avec les programmes partenaires tout en offrant aux employs un service respectueux. L'adjointe administrative fournit toute une gamme de services de soutien administratif aux Services communautaires en respectant la mission et les valeurs de l'organisation ainsi que toutes les politiques et procdures qui s'y rapportent. Dans le cadre d'une initiative appele Connexions fortes , St.Amant souhaite tendre la culture du soutien ( excellence des soins ) en mettant intentionnellement l'accent sur le fait de permettre une personne d'aussi bien acqurir les habilets ncessaires pour tisser des liens que de les mettre en pratique. Le but de cette initiative est d'amener les personnes que nous soutenons tablir des liens avec des gens dans la collectivit. St.Amant valorise et encourage le bnvolat dans le lieu de travail. Les bnvoles apportent optimisme, enthousiasme, nergie positive et diverses perspectives, et ils font partie intgrante du travail que nous accomplissons. De ce fait et conformment aux valeurs de notre organisation, nous invitons la personne occupant ce rle apporter son soutien, encadrer, faire du mentorat, collaborer et s'investir dans les initiatives de bnvolat.QualificationsScolaires:Diplme ou certificat de 12e anneFormation en administration de bureau suivie dans un collge communautaire ou professionnel, avec spcialisation en traitement de texte et en travail de bureau Professionnelles:Exprience des services de soutien administratif dans un milieu de travail dynamiqueSavoir utiliser et faire fonctionner des ordinateurs, des rseaux informatiques et des priphriques comme des imprimantes et des outils de communicationSavoir utiliser des logiciels et des applications comme Microsoft Windows et Office (Excel, Word, PowerPoint, Publisher, Access, Outlook), et des navigateurs (Internet Explorer, Chrome)Savoir utiliser tlcopieurs, photocopieurs et autre matriel de bureauConnatre la mission et les valeurs de St.Amant et pouvoir travailler dans cet espritSens exceptionnel de l'organisationPouvoir effectuer diverses tches administratives, la fois en quipe et de faon indpendantePouvoir relire des documents dactylographis pour en vrifier l'exactitudePouvoir apprendre au personnel utiliser les logiciels de productivit, les ordinateurs, le matriel de bureau, les outils de communication et les systmes de bote vocalePouvoir traiter efficacement et de manire professionnelle avec les autres, aussi bien l'interne qu' l'externePouvoir tablir et utiliser des systmes de classement informatiss avec logique et efficacitConnatre et respecter la Loi sur les renseignements mdicaux personnels (LRMP)Pouvoir et vouloir suivre consciencieusement les instructions ou directivestre bilingue franais-anglais (test requis) Personnelles:Pouvoir travailler avec trs peu de supervision et en collaboration avec les autres membres d'une quipePouvoir organiser le travail selon un ordre de priorit dans un milieu trs dynamiquePouvoir donner des ides pour amliorer les mthodes de travail et contribuer un environnement qui favorise la croissance, le dveloppement et l'innovationPouvoir tablir et entretenir des relations de travail positives et productives avec humilit et conscience de soiPouvoir et vouloir donner et recevoir des commentaires objectifs et honntesFaire preuve de comptence et inspirer la confianceAgir avec intgrit et respect dans toutes les interactionsAccorder de l'importance la croissance personnelle et au perfectionnement professionnel continus, et s'engager cet gardAvoir une attitude positive, nergique, attentionne et matureune attitude positive, nergique, attentionne et matureFaire preuve de confidentialit, d'thique et d'exactitude dans l'exercice de ses fonctionsPossder d'excellentes comptences en communication verbale et critePouvoir s'adapter un milieu de travail en volution constante et faire obligatoirement preuve de souplesseTches et responsabilits Conformment la mission, la philosophie et aux politiques de St.Amant, l'adjointe administrative apporte diverses formes de soutien administratif de qualit. La qualit des services se voit lorsqu'on fait rgulirement preuve de communication professionnelle, de rapidit, d'exactitude, de conscience thique et de confidentialit, comme l'exigent la lgislation et les normes des programmes et des services. Exemples de tches:Prparer, dactylographier et traiter documents, lettres, rapports, procs-verbaux, mmos, ordres du jour, formulaires, bases de donnes, manuels, tableaux, diagrammes et graphiques, et enregistrer les donnes, selon les directivesCompiler les documents dactylographis dans leur forme dfinitive constituer des classeurs, relier des rapports, tiqueter des classeurs, etc.Faire la relecture de tous les documents dactylographis et apporter les changements ncessairesFournir des services de photocopie, de tlcopie, de courrier ordinaire et lectronique aux secteurs de programme et de service, et distribuer les documents copis, selon les directivesDistribuer les documents de lecture au personnel et aux secteurs de programme et de service pour examenRemplir les formulaires et les distribuer l'interne et l'externe, selon les directivestablir des bases de donnes, saisir et mettre jour les donnes, et remettre des rapports au besointablir les horaires des runions pour le personnel, prvenir les participants par tlphone ou par lettre, rserver les salles de runion et prvoir un service de traiteur au besoinAssister certaines runions et rdiger les procs-verbaux, selon les directivesRpondre aux demandes de renseignements sur