Administrative Assistant to the Deputy Minister (Open Until Filled)
AYD Admin Secretary to Deputy Minister
Regular/full-time
Various Departments
Deputy Minister's Office
Winnipeg MB
Advertisement Number: 42613
Salary(s): AYD $51,860.00 - $59,595.00 per year
Closing Date: May 17, 2024
The Manitoba government recognizes the importance of building an exemplary public service reflective of the citizens it serves, where diverse abilities, backgrounds, cultures, identities, languages and perspectives drives a high standard of service and innovation. The Manitoba government supports equitable employment practices and promotes representation of designated groups (women, Indigenous people, persons with disabilities, visible minorities).
Employment Equity is a factor in selection for this competition. Consideration will be given to Indigenous people, visible minorities and persons with disabilities.
Candidates who do not meet all essential criteria may be considered on an underfill basis at a commensurate rate of pay.
An eligibility list may be created for similar positions and will remain in effect until exhausted.
This competition will be used to fill any upcoming AYD vacancies at the Manitoba Legislative Building for future acting status, term or regular appointments. Where established, an eligibility list will remain in effect until exhausted or expired based upon operational requirements. This competition may also be used to source candidates for other administrative positions at the Administrative Secretary 4 (AY4) or Administrative Secretary 3 (AY3) level.
Preference may be applied to internal candidates.
To be considered for this competition you must submit a resume and application form. Complete the application form at the link below or contact Human Resource Services under “Apply to” to request a copy of the application form.
Click here to access the application form.
Conditions of Employment:
- Must be legally entitled to work in Canada
- Must provide and maintain a satisfactory Criminal Record Check.
- Must be able to work overtime as required.
Qualifications:
Essential:
- Experience providing administrative support to senior or executive level staff including scheduling meetings, coordinating appointments and making travel arrangements.
- Excellent written communication skills with experience drafting, formatting, editing and proofreading correspondence.
- Experience managing correspondence and setting up and maintaining files/filing systems and document tracking systems.
- Experience working with highly sensitive material in a confidential and professional manner.
- Experience working with Microsoft Office programs including Word, Excel, Outlook and PowerPoint.
- Strong verbal communication skills with the ability to communicate clearly and professionally with the public and staff over the phone and in person.
- Excellent interpersonal skills and political acumen with the ability to manage conflicting priorities of various stakeholders with diplomacy and tact.
- Proven organizational and time management skills to effectively manage tight deadlines.
- Excellent problem solving skills with the ability to exercise a high level of initiative.
- Experience working with Activities and Issues Management System (AIMS) or Shared Information Management System (SIMS).
- Experience working in the Manitoba Legislative building environment providing administrative and secretarial support is considered an asset.
Duties:
Reporting to the Executive Assistant to the Deputy Minister, this position functions as the administrative assistant to the Deputy Minister. This position is expected to work independently and is responsible for providing highly professional and confidential administrative services including managing the Deputy Minister’s calendar, scheduling meetings, processing correspondence to and from the Deputy Minister’s office, and preparing reports and submissions.
Apply to:
To be considered for this competition you must submit a resume and application form. Complete the application form at the link below or contact Human Resource Services under “Apply to” to request a copy of the application form. The selection board will rely only on information provided in this form to determine whether a candidate will be invited for further assessment. Note: You are not required to submit a cover letter, but may be asked to references, or other documentation at a later point if invited for further consideration.
Click here to access the application form.
WHEN APPLYING TO THIS POSITION, PLEASE INDICATE THE ADVERTISEMENT NUMBER AND POSITION TITLE IN THE SUBJECT LINE AND/OR BODY OF YOUR EMAIL.
Applicants may request reasonable accommodation related to the materials or activities used throughout the selection process. When applying to this position, please indicate the advertisement number and position title in the subject line and/or body of your email. Your cover letter, resumé and/or application must clearly indicate how you meet the qualifications.
Please be advised that job competitions for represented positions may be grieved by internal represented applicants. Should a selection grievance be filed, information from the competition file will be provided to the grievor's representative. Personal information irrelevant to the grievance and other information protected under legislation will be redacted.
We thank all who apply and advise that only those selected for further consideration will be contacted.
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