Administrative Assistant

Job title: Administrative Assistant

Job description: About Us

St.Amant is a non-profit organization, offering programs & services throughout Manitoba which support over 1600 children and adults with developmental disabilities and autism, and their families. We are committed to delivering person and family centered supports through individualized programs and services. St.Amant is guided by its core values of Collaboration, Hospitality, Excellence and Respect.

Position Summary and Scope of Service:

The OHS Administrative Assistant assists the OHS Team (includes OHS Manager, Safety/Risk Officer, Return to Work Specialist, Nurses, Clerical Support) in all administrative facets of Occupational Health Services to achieve the goals and objectives of St.Amant. The OHS Administrative Liaison helps with a broad range of support services.

Qualifications:

Educational

• Grade XII diploma or certificate
• Diploma in Office Administration, Administrative Assistant or related field, or combination of relevant education and experience
• Bilingual in both French and English would be an asset

Professional

• Computer software knowledge, with a high aptitude in Excel, and demonstrated proficiency using the Internet, MS-Office. (Word, Publisher, Excel, Outlook, PowerPoint and Access)
• Familiarity with individuals with developmental disabilities is desirable
• Experience in an Occupational Health & Safety Environment an asset
• Experience in pension/benefits related to RTW/case management
• Exceptional customer service skills
• Excellent spelling and grammatical skills
• Experience in Quadrant or other program/HR applications and asset
• Experience in creating and maintaining templates and forms

Physical Demands and Working Conditions:

• Ability to manage a variety of tasks and function in a high volume office with frequent interruptions
• Able to work with individuals with an intellectual and/or physical disability
• Able to lift, bend, sit for long periods of time

Personal

• A team player with strong interpersonal and communication (oral and written) skills
• Able to work independently with minimal supervision
• Able to achieve detailed, accurate work after appropriate instruction
• Excellent organizational skills and the ability to manage multiple tasks
• Mature, punctual, conscientious and discrete

Duties and Responsibilities:

Program/Service Support:

Consistent with the Mission, Values and Policies of St.Amant, the Principle Functions and Objectives of Occupational Health Services, the OHS Administrative Assistant provides a broad range of quality administrative support tasks.

Duties may include:

• Greets visitors, employees, and individuals supported to St.Amant and providing assistance
• Prepares, types, proofreads/edits, and processes documents, letters, reports, PowerPoints, forms, manuals, tables, charts, graphs and database entry as requested (e.g. New Employee Files, immunization history, Quadrant, WCB Claims, MSDS Database, Job Hazard Analysis, updates Safe Work Procedures, Indicator Reports
• Collaborates with Human Resource Services and payroll on RTW/case management claims
• Reviews and follows up on medical note communication system
• Collaborates with Human Resource Services on non-compliant employee management
• Performs or coordinates document management (with other clerical resources) tasks such as filing, photocopying, faxing, scanning, distribution of mail and other information
• Schedules meetings and books rooms and equipment resources through online or manual processes (e.g. immunization appointments, Return-to-Work meetings, Hearing Tests, Fit Testing, etc.) and makes or coordinates calls to employees to remind them of their appointments
• Maintains supply cabinets and equipment and orders new materials as needed
• Facilitates Fit Testing when required
• Assists with maintaining OHS Bulletin Boards with current and relevant information
• Assists with coordinating volunteers/general duties – annual influenza vaccination program
• Maintains confidentiality regarding all activities and occurrences pertaining to the St.Amant staff, individuals supported, and general operations
• Other administrative duties as assigned

Duties and Responsibilities include, but are not limited to:

• Staff/Team Support
• Organizational Planning and Development
• Human Resource Management and Safety
• Financial Resource and Facility Management
• Quality Management and Process Improvement

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.

An eligibility list of qualified candidates will be established.

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.

St.Amant is a bilingual organization. Proficiency in both official languages (French/English) would be considered an asset.

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. Successful applicants will also be required to provide proof of COVID-19 vaccination prior to start date.

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.

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.

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