Administrative Assistant

The Population Health Branch, at the Ministry of Health, is seeking a dynamic and motivated individual to provide administrative support within the branch. As part of the branch administrative support team, back-up support will be provided to all units, as well as backup to the Executive Administrative Assistant, as required.

Reporting to the Executive Administrative Assistant, you will be responsible for formatting and proofreading a variety of correspondence; maintain electronic files and documentation; plan and coordinate travel; and provide logistical support for meetings and conferences inside and outside of the province, including Teams meetings, tracking and ensuring payments are processed in a timely manner.

The successful candidate will be an independent self-starter who is attentive to detail and discreet when dealing with confidential information. Excellent communication and interpersonal skills will be considered an asset. You will have knowledge of government administrative procedures and be comfortable using various computer software applications. You will have demonstrated the ability to accurately format a variety of correspondence including letters, briefing notes and Cabinet documents.

Typically, competencies required for this position would be obtained through a certificate/diploma in business or office administration with several years of administrative experience.

• Respond to telephone inquiries from the public and redirect calls.
• Monitor and code expenditures, and prepare and process business expense forms, invoices, and contracts.
• Provide support to the team, including assisting with equipment and software issues.
• Compose, record, proofread, and edit a variety of correspondence.
• Coordinate and schedule travel, event logistics, meetings, equipment, and CVA vehicles as required.
• Compile, sort, and distribute incoming and outgoing mail.
• Acquire, purchase, and maintain inventory such as forms, office supplies, and equipment.

Job Capabilities:

As a public servant, we are seeking someone who:

• Is accountable, takes ownership of their work by contributing to organizational outcomes and demonstrates the corporate values in our Commitment to Excellence.
• Is innovative and seeks out ways for improvement by thinking creatively, identifying new ideas and taking responsible risks.
• Works collaboratively with others to understand, engage and have meaningful dialogue to achieve work outcomes.
• Is inclusive, identifies and is aware of personal bias, and readily seeks out and appreciates diverse perspectives.
• Is adaptable, continuously learns from experience and applies those learnings to new situations.
• Focuses on achieving public service excellence.

Technical Knowledge and Skills:

• Format, proofread and/or edit, and distribute a variety of correspondence such as letters, memos, briefing notes, tables, presentations, contracts/agreements, grant payment requests and other documents using correct grammar, spelling and punctuation.
• Communicate clearly, concisely both verbally and in writing with Ministry officials, stakeholders and colleagues to obtain and provide information and explain policies and procedures.
• Listen and accurately respond to inquiries from clients, other agencies or the general public and/or relay information or questions over the phone in an accurate, clear, concise and courteous manner.
• Maintain electronic copies of documentation and track correspondence ensuring deadlines are met.
• Precisely plan, schedule and coordinate travel and logistics for meetings and/or conferences/events both within and outside the province including reviewing and confirming contracts and invoices for processing.
• Track expenses and ensure payments are processed in a timely manner.
  

Job Skills:

• Communication (Level B)
• Critical Thinking (Level A)
• Digital Skills (Level A)
• Interacting with Others (Level A)
• Navigating Ambiguity (Level A)
• Managing Self (Level A)
• Health, Safety and Wellness (Level A)
• Data Literacy (Level A)
• Influence (Level A)
• Political and Organizational Awareness (Level A)
• Managing Organizational Resources (Level B)

Learn more about the Government of Saskatchewan’s Capabilities and Skills Framework here.

What We Offer:

• Dynamic and challenging work
• Competitive salary
• Comprehensive benefits package including pension
• Vacation, scheduled days off, and other types of leave
• Inclusive work environments
• Career growth, development, and advancement opportunities
• Flexible work arrangements

Our Commitment to Excellence:

The Government of Saskatchewan upholds deep-rooted values of Respect and Integrity, Serving Citizens, Excellence and Innovation, and Acting as One Team.