As per HRM Directive 518, this employment opportunity is restricted to Nunavut Inuit only.
Reporting to the Executive Director, Kivalliq. The Administrative Assistant is responsible for providing efficient and consistent delivery of administrative support within the department. This position ensures the effective operation of clerical duties, coordination of invoices, and that other office work/processes are prioritized and referred to the proper authority.
The Administrative Assistant provides office procedures to ensure smooth operation of office by; answering phones, maintaining an incoming telephone log, and delivering message in a professional, courteous and tactful manner. You will also be dealing with incoming inquiries from employees, the public and direct them to the proper individual, you will be maintaining a calendar and schedule, transcribing from handwritten notes and maintain a bring-forward system to highlight ongoing issues and to ensure that deadlines are met. Maintaining and managing office inventories of supplies, furniture and equipment when required. Any other duties as assigned. As the successful candidate, you will develop and maintain office filing system; to check documents prior to filing to ensure that they are filed/archived properly and retrieve documents from files as may be required. The handling of all incoming and outgoing mail and facsimile transmissions by screening and sort incoming mail, prepare envelopes for outgoing mail, log all incoming and outgoing mail, correspondence and documents. Another duty for this position is to maintain leave and attendance files by log and complete entry of leave, overtime and attendance sheets, ensure monthly timesheets are complete and accurate.
To be invited for an interview; you must have the knowledge of office and administrative procedures, the knowledge of file management, the ability to use a personal computer, including experience in using word processing, electronic mail and spreadsheet software, strong customer services skills to provide assistance and information to staff, outside agencies and departments, and the public. Strong organizational skills to work independently and meet established deadlines and the ability to maintain confidentiality and discretion in handling sensitive and confidential documents. The ability to communicate effectively verbally and in writing are requirements and good interpersonal skills, motivated, independent and able to work with minimal supervision.
The knowledge, skills, and abilities required for this job are usually obtained through completing a High School Diploma and one year of experience working in an office environment.
The Official Languages of Nunavut are Inuktitut, English and French.
Fluency in more than one of Nunavut’s official language is an asset.
Equivalencies that consist of an acceptable combination of education, experience, knowledge, skills and abilities may be considered.
Knowledge of Inuit language, communities, culture, land and Inuit Qaujimajatuqangit is an asset.
Current Indeterminate Government of Nunavut employees that apply and are successful on this term position may be offered an internal transfer assignment for the duration of the term.