Reporting to the Northern Stations Manager, the Northern Stations Administrative Assistant provides support in day-to-day operations conducted by the Department. This position oversees key administrative tasks at each one of the northern stations and reports back to the Manager. The Administrative Assistant is responsible for ordering and distributing supplies; including company uniforms and company provided safety boots, managing orders and accounts from third parties and suppliers. Other duties include but are not limited to data entry, time sheets, and various administrative tasks.
Personal Characteristics- Motivated, with the ability to work independently and as part of a team
- Possess cultural awareness, with the ability to deal with people sensitively, tactfully, diplomatically, and to always be professional
- Able to develop and maintain strong working relationships both internally and externally
- Committed to providing excellent customer service
- High level of integrity, confidentially and accountability
- Able to respond appropriately in demanding situations with a calm and steady demeanour
- A well-defined sense of diplomacy, including solid negotiation, conflict resolution and people management skills
- Able to meet deadlines with attention to detail and a high degree of accuracy
- A commitment to on-time performance is essential
- Effective verbal and written communication skills
- High level of respect, understanding, and regard for First Nations People and their communities
Key Responsibilities and Accountabilities- Review Daily Northern Stations supply requests, monitor status of orders through suppliers and relay important information to the Northern Station Manager and other departments
- Available to assist Northern Station Agents with day-to-day operational inquires pertaining to Dayforce, cargo and air waybill tracking
- Assist Station Managers with staff concerns and follow-ups pertaining to Dayforce or other issues
- Monitor inventory of PPE, training supplies and equipment on a regular basis for each Northern Station, and report findings to the Northern Stations Quality Assurance Manager
- Assist Northern Stations department and Human Resources in monitoring and tracking new hire packages and company mail sent to the Northern Stations. Follow up with each station to ensure prompt returns of company mail sent back to Winnipeg
- Administrative tasks related to HR and Payroll. Facilitate prompt delivery of company required documents to and from stations
- Assist Northern Stations Trainers and Northern Stations Quality Assurance Manager with additional tasks assigned
- Planning and creating department travel and hotel bookings, including creating and cancellation travel purchase orders
- Administrative tasks including creating documents in Excel spreadsheets, Microsoft Word and Adobe PDF
- Perform additional duties as assigned
- Occasional evenings and weekends are required
Minimum Education, Experience and Certifications- High school diploma or General Education Degree (GED) equivalent
- Minimum one year customer service experience required
- Experience using Microsoft Office Suite (Outlook, Excel, Word)
- Must be able to obtain and maintain any applicable transportation security clearances and additional authorizations
- Indigenous and Cultural Awareness Training considered an asset
Working Conditions- Physically able to perform all listed job duties
- Travel by aircraft and other means as required by role
- Work performed primarily in an office environment
- Manual dexterity required to use desktop computer and telephone
