​About the Role

Work in this group covers a broad array of responsibilities, all of which require incumbents to work in partnership with senior executives in the organization, providing department-wide services. While positions throughout the work group are positioned in designated departments, any one of the positions can be called upon to provide executive support to the CEO’s office.

Work at this level includes providing administrative support to the Director including a broad range of administrative and project management services, maintaining attendance records and records management, co-ordinate with IT/HR on documentation for new hires/personal leaving, contact employers for missing payroll from a list, ability to complete mail merges (Word), use excel proficiently , organize event, organize offsite meetings, cover for team support if required, enter cheques on the AS/400 in addition to payroll, maintaining paper and electronic copies of the department’s records in a central filing system, co-ordinating the managers’ schedule (booking meetings, meeting rooms, accommodations and travel), taking care of the procurement needs including providing assistance with the administrative budget and processing of accounts; preparing and distributing agendas and minutes, preparing monthly summary reports for the Dashboard and Performance Summaries; assistance in production of PowerPoint presentations; following-up on the managers’ action requests made by other individuals/parties and other duties as assigned by the manager(s). Work also includes desktop design services including the preparation, design, (print and electronic) and distribution of publications for internal and external use. It also includes compiling; transmitting and reconciling self-insured accounts (provincial and federal government) and the levy billings for industry safety associations.

Employees at this level are responsible for following safe work procedures; using personal protective and safety equipment as required; knowing and complying with all regulations; reporting any illness or injury immediately to the manager; reporting unsafe acts and unsafe conditions; and cooperating with occupational health and safety initiatives. We are a “scent reduced” working environment. WCB champions safety and promotes a diverse and respectful workplace.

Employees have access to sensitive and/or confidential information provided by the Canada Revenue Agency for the purpose of carrying out the duties of this position. Therefore, a satisfactory security check is a requirement for this role. A security check consists of a confidential criminal record check conducted through the Human Resources department. Renewal of the security check is required every ten years. An offer of employment is conditional upon obtaining a satisfactory security check.

Your Experience & Skills

Ability to use computer software/applications and other office technology and telecommunications equipment appropriate to the job function. Examples include E-mail, the AS/400 data management system, word processing, spreadsheet applications, fax machines, photocopiers, appropriate electronic scheduling software, distribution software, etc.

· Ability to deal very effectively with ad hoc inquiries of all types -from senior government officials, injured workers, employers, etc.

· Ability to perform a full range of office management functions, - including reception, records management, production of correspondence and other documents, maintenance of schedules, travel plans, conferences, and assisting in the preparation for Board meetings, OH&S and Labour Management meetings and events, take and distribute minutes.

· Ability to update and prepare job postings and organize interview schedules; update and organize the work descriptions on file and on disk to keep them current.

· Ability to plan, develop, organize and implement administrative systems for the provision of office support, e.g. Policy manuals, basic processing programs, a departmental library service, and/or personnel records.

· Ability to analyze, forecast and assist in the preparation and updating of budgets, carry out a monthly accounting of the administrative budget, (in consultation with the supervisor), the processing of accounts, and to assume responsibility for the procurement of products and services, including the full range of ordering, monitoring and follow-up required.

· Ability to analyze situations and make recommendations regarding program activities and program development.

· A high level of skill in time management, organizing and completing multi-tasks within deadlines.

· Ability to compose and edit documents effectively.

· Proven ability to use software applications appropriate to the job function, including the MS Office suite of tools, IBM AS/400-based applications and WEB-based applications (i.e. E-File and MyAccount).