Administrative Assistant II

Kahnawake Shakotiia’takehnas Community Services (KSCS) - Lanaudière, QC (il y a 30+ jours)

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Main Office

One (1) year contract, six (6) month probationary period.

Responsible to:
Technical Program Administrator

Onkwata’karitáhtshera is seeking an experienced, outgoing and reliable individual to provide administrative support to Onkwata’karitáhtshera.

Under the supervision of the Technical Program Administrator, the Administrative Assistant II is responsible to provide overall Administrative support to Onkwata’karitáhtshera on all issues pertaining to Health Canada Service Programs including the Community Health Plan, Health Transfer Projects, Non Insured Health Benefits and Jordan’s Principle, etc.

Provides administrative and clerical support to relieve of administrative details. May coordinate messages, appointments, and information to callers, and file maintenance. Manages incoming and outgoing correspondence and distribution. May deal with highly sensitive information. Coordinates specific tasks assigned by the immediate supervisor. Participates in various working groups/meetings and may be required to take and distribute meeting minutes. Researches and compiles assignments and reports. Proofreads word processing documents. Operates automated office equipment.

Provides administrative support to Onkwata’karitáhtshera

Maintains the development of standard operating procedures and policies for systems within Onkwata’karitáhtshera.
Types and drafts: minutes, letters, memos, briefing notes and reports when requested.
Photocopies and files documents in the appropriate Onkwata’karitáhtshera files.
Assists with ordering and stocking of all office supplies.
Receives incoming mail; opens, dates and distributes.
Circulates memos and information upon request.
Assists in the collection of data preparation of year-end reports.
Coordinates and summarizes input on computer, providing comparative analysis of planned results and in-year actual results based on goals, objectives and tasks of Onkwata’karitáhtshera.
Assists in preparing contracts, fee-for-service contracts, request forms and, maintaining critical documents for Onkwata’karitáhtshera projects, Community Health Plan Initiative, Head Start, Health and Social Services Research Council etc.
Reviews requisition forms for Supervisor’s signature, adherence to administrative requirements, and purchasing special equipment requirements.
Assists in the preparation and facilitation of the workshops, networking sessions and other processes when necessary; maintains records, data and subsequent follow-ups.
Assists in the development and maintenance of pamphlets, tools, literature, and other publications which promotes Onkwata’karitáhtshera.
Maintains records of the expenses and budgets for Onkwata’karitáhtshera staff members and programs/projects as needed.
Attends Onkwata’karitáhtshera staff meetings/workshops/conferences or sits on committees relevant to area of employment.

Provides administrative support in meetings.

Takes, records and prepares the minutes for monthly Onkwata’karitáhtshera meetings and subsequent sub-committee meetings, presentations and other meetings as directed.
Circulates minutes, memos and information to members of Onkwata’karitáhtshera and subcommittees.
Types: letters, memos, prepares reports, (quarterly activity) and makes photocopies.
When required, types and prepares layouts for brochures, forms, proposals, newsletters/ pamphlets, etc.
Prepares, facilitates and follows up on meetings/conferences administrative requirements.
Provides file retrieval and information services.
Classifies, indexes and files materials such as records, reports, correspondence and technical documents.
When requested, researches information relevant to the needs of the clients, topics, discussions or agenda items.

Assists in the development of projects.

Assists in maintaining, planning and/or developing Onkwata’karitáhtshera projects.
Participates in preparation, coordination and planning meetings for Onkwata’karitáhtshera events, workshops and any other coordinated activities;
Identifies needs within or with respect to projects, old or new, and relays these needs assessments to the supervisor.
Develops and maintains a resource network to support Onkwata’karitáhtshera and its projects (human resources, volunteers, information etc).
Assists in the development of internal and external communications for Onkwata’karitáhtshera.
Carries out promotional activities for the Onkwata’karitáhtshera projects when necessary.

Qualifications, Knowledge and Skills:
D.E.P in Secretarial Studies or related field (s) of study with one (1) to three (3) years relevant experience.
High School Diploma with three (3) to five (5) years of relevant experience.
Excellent verbal and written communications skills required.
Excellent knowledge of computer and programs (Microsoft Office).
Excellent experience in minute taking.
Good decision making skills.
Strong interpersonal skills.
Basic budgeting skills.
Experience in coordinating meetings & workshops.
Experience managing multiple files, assignments, committees and projects.
Working knowledge of Onkwata’karitáhtshera.
Ability to multitask and make decisions.
Ability to work under pressure.
Ability to work independently and in a team setting.
Lifestyle must reflect that of a positive role model.
Must possess a valid Quebec driver’s license and have access to a vehicle.

Candidates will be required to sign a Privacy Waiver allowing a security check to be performed.
Successful applicants may be required to undergo psychological evaluation to determine suitability for position

Working conditions:
35 hrs/week; must be willing to work flexible hours as necessary.
Regular work week, occasional flex
Moderate stress (some periods of high stress)
Some tight deadlines (unplanned)

Contact info:
Human Resources
Kahnawake Shakotiia'takehnhas Community Services
P. O. Box 1440
Kahnawake, Qc, J0L1B0

Contact email:
Contact person by email

If you believe you possess all the requirements listed in the full job description for this position, and you wish to pursue a rewarding career with excellent benefits at KSCS, please forward your complete application to:

KSCS Human Resources. You must include a resume, letter of intent, along with your completed application form and required documents as specified within the application form. Full job description is attached. Call 450-632-6880 for more info.

Closing Date:
Monday, March 2, 2020 - 16:00