- Grade 12 (Manitoba Standards)
- Completion of a recognized Office Administration Diploma or Business Administration Certificate
- One (1) year equivalent full-time experience
- Demonstrated understanding of building/mechanical/engineering terminology
- Other combinations of education and experience may be considered
- Province of Manitoba Class 5 Drivers Licence, and access to a personal vehicle to provide service within Prairie Mountain Health
- Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology
- Demonstrated organizational skills, and the ability to work independently
- Demonstrated communication skills
- Demonstrated flexibility to facilitate changes in techniques and procedures
- Ability to display independent judgment
- Ability to respect and promote a culturally diverse population
- Ability to respect and promote confidentiality
- Ability to perform the duties of the position on a regular basis
POSITION SUMMARY:
The Secretary II will provide clerical and administrative support functions for Facility Engineering Services. The Secretary II functions as an integral part of the Health Care Team and performs all duties in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.
RESPONSIBILITIES:
Overview:
1. The Secretary II provides secretarial and clerical support to the program staff and managers by performing any or all of the following duties:
- Provides reception duties including directing incoming calls
- Uses appropriate electronic record programs for task
- Organizes and maintains filing systems by program requirements
- Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required
- Prepares and distributes reports and data as and distributes as necessary required
- Assists with booking meeting space, equipment and other meeting preparations as required
- Provides support for meetings by taking and distributing minutes
- Provides clerical support for photocopying, collating and distribution of materials
- Processes documents such as minutes, letters, memos, reports, forms and agendas
- Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation2.
2. Takes the lead in arranging for equipment ordering and repair
3. Accepts orders, receives, completes and tracks requests made to the program
4. Maintains inventories and supplies in coordination with Materials Management including specific program forms and office supplies
5. Ensures that the program entry area presents in a welcoming, professional, organized manner.
6. Provides the necessary database development and data entry support to program
7. Administrates the Meeting Room Bookings for designated areas
8. Types Month-End Reports and calculates statistics
9. Manages petty cash, billings, processes payments, balance and reconcile finances as required
10. Enter and maintain payroll schedules for program staff as required
11. Manages assigned workload ensuring prioritization and organization to meet the demands of the programs and services.
12. Reports urgent matters to Manager Facility Engineering Services
13. Maintain ongoing records of Labour/Material as they relate to Construction in Progress and Capital Projects. Generates computerized monthly statements of same
14. Understanding of basic operation of the department as it relates to Maintenance
15. Other duties as assigned
