Job Description

All Manitoba Liquor & Lotteries employees may apply.

Manitoba Liquor and Lotteries is committed to Diversity, Equity and Inclusion. We strive to hire a workforce that reflects the community we serve. Employment equity will be considered therefore applicants who identify as women, Indigenous people, members of racialized groups, and persons with a disability are encouraged to apply.

If you require an accommodation at any time during the recruitment process, please let us know how we can meet your needs.

Job Purpose

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The Administrative Assistant may work as part of a team, and is responsible for providing accurate, professional and confidential administrative support, understanding the priorities as defined by the Director, Accounting and Director, Corporate Property Services. The incumbent will perform a variety of confidential administrative support functions for the Finance and Corporate Property Services departments.

Job Responsibilities

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Answer telephone and electronic enquiries and relay telephone calls and messages. Arrange travel schedules and make reservations, when required. Determine and establish office procedures. Greet visitors, ascertain nature of business and direct visitors to employer or appropriate person. May train office staff in procedures and in use of current software. Open and distribute incoming regular and electronic mail and other material and co-ordinate the flow of information internally and with other departments and organizations. Maintain mail log. Order office supplies and maintain inventory. Prepare, key in, edit and proofread correspondence, invoices, presentations, brochures, publications, reports and related material from dictation and handwritten copy. Record and prepare minutes of meetings. Schedule and confirm appointments/meetings. Set up and maintain manual and computerized information filing/records management systems. Initiate and ensure completion of the records management process according to the approved MBLL records schedules. May compile data, statistics and other information. May organize conferences. If applicable, provide administrative support in the absence of the Executive Assistant or Team Leader. Maintain, reconcile and prepare all expense reports on behalf of the Manager. Prepare purchase requisitions and cheque requests, ensuring correct budget codes, and follow up on outstanding orders. Purchase supplies utilizing P-Card following established policies (if applicable). Reconcile and prepare out-of-province travel reports. Reconcile monthly P-Card transactions, including filing of purchase detail receipts, validating transactions and reconciling accounts via the on-line Purchasing Card program. Review expense and mileage claims received from other personnel that require Management's approval. Review invoices to ensure they are accurate and complete prior to Management's review for signature. Other duties as assigned.

Primary Qualifications

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Completion of a Grade XH High School diploma or G.E.D. equivalent. Graduation from an Administrative Assistant training program, or equivalent combination of education and experience in an administrative capacity. A minimum of two (2) years of related work experience in an administrative support function. The ability to listen effectively and understand routine office procedures. Experience in working with Microsoft Office programs and internet. Experience preparing meeting minutes, agendas and other related office correspondence is required. Intermediate skills in Microsoft Office (Word, Excel, PowerPoint and Outlook). Strong verbal and written communication skills, as well as organizational skills, are required. Have demonstrated the ability to work with minimal supervision and as part of a team. Keyboarding skills of at least 40 to 60 wpm. Must maintain the strictest confidence in dealing with sensitive business and employee information. Training in Telephone Etiquette and Communication Skills is an asset. Basic accounting skills are an asset. The core competencies for this position include achieving quality results, adaptability/managing change, communication, customer service, decision making and problem solving, integrity and building trust, teamwork and cooperation and valuing diversity. These competencies are deemed important for the success of the position and organization. Satisfactory work performance in the preceding twelve (12) months is a requirement. Attendance rate will be a factor in the pre-screening process.

Secondary Qualifications

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Bilingual (French/English) language skills.


*All Manitoba Liquor & Lotteries employees may apply. Testing may form part of the screening/selection process. Employment Equity will be a factor in the recruitment process. Circumstances may arise where the bulletin may need to be withdrawn or the number of positions may need to be increased.



We thank all interested applicants, however, only those selected for interviews will be contacted.

A Great Place to Work! Enjoy fantastic benefits with our Total Rewards package

Work/Life Balance and Wellness

Discretionary Time:

Up to 10 paid discretionary leave days per year, depending on bargaining unit. Employees can carry forward discretionary leave days each year for a total of up to 50 days.

Hybrid Work Model for Eligible Positions:

Remote/Office work for eligible positions.

Flex Time:

Flexible shifts and work hours for eligible positions.

Maternity and Parental Leave:

Top-up of E.I. maternity leave benefits to 93% of employee's basic earnings for 17 weeks.

Fitness Allowance Reimbursement, depending on bargaining unit:

Up to $250 per year that can be used to cover gym memberships, fitness equipment, and more.

Computer Purchase /Fitness Purchase Program:

Interest free loans for employees purchasing computer equipment to increase computer literacy, learning, and professional growth, or to purchase fitness equipment for personal health and wellness.

Diversity and Inclusion:

Our Diversity, Equity and Inclusion Committee is made up of employees from across the organization who are passionate about bringing diversity and inclusion to life.

The Together Project:

At Liquor & Lotteries, Caring is part of our corporate culture - we care for each other, our partners, and our community The Together Project represents the charitable efforts of the corporation and its employees working together to enrich the lives of Manitobans. Employee charitable activities are eligible for reward benefits.

Vacation

Accrue up to 10 paid vacation days per year during the first 2 years of employment. Accrue 15 paid vacation days per year after 3 years of employment. Accrue 20 paid vacation days per year after 5 years of employment. Accrue 25 paid vacation days per year after 9 years of employment. Accrue 30 paid vacation days per year after 19 years of employment.

Retirement Savings Plan

Defined Benefit Pension Plan: Guaranteed lifelong monthly payment at retirement provides great security for employee's long-term strategy. Voluntary Group Registered Retirement Savings Plan

Health Insurance and Benefits

Customize your Plan: Choose from a variety of options to best fit your needs. Includes coverage for prescription drugs, vision, dental, ambulance, extended health options and more for you and your eligible dependents. Health Spending Account: Depending on the option you choose, you may receive up to $1,750 towards eligible medical or dental expenses.

Flex Credit: Depending on the bargaining unit and status, you may be provided with a Flex Credit amount to purchase some or all of Group Life Insurance, Accidental Death and Disablement Insurance & Dependent Life Insurance.

World-wide Travel Health Benefits

Employee & Family Assistance Program (EFAP): Free professional wellness support for employees and their immediate family member

Training and Development

Educational Assistance: Tuition reimbursement for eligible employees. Training: Variety of courses and programs to support skill and professional development. Career progression: Internal job posting system that provides opportunities for a variety of career paths. Apprenticeship and skilled trade training: Programs offered in partnership with educational institutions such as RRC Polytech, the University of Winnipeg, and the University of Manitoba.

Discounts and Rewards

Employee Rewards & Recognition Program: Points-based program recognizing employees for earned and nominated achievements such as long-service, going above and beyond, and community volunteer work. * Discounts: Employees receive exclusive discounts from a variety of retailers, entertainment venues, and service providers.