Administrative Support IV - Manager Secretary

Reporting to the Manager of Environmental Services, and directed by the Manager and/or Supervisors, this position provides administrative support for the Environmental Services Department. The Admin IV position is responsible for the coordination of various office activities. Responsibilities include but are not limited to: creating and maintaining databases, spreadsheets, and reports, and compiling routine statistics, ordering office supplies, communicating with vendors. Interacting respectfully and professionally with internal and external contacts, in person or via other means of communication, is essential. This position is responsible for accurate payroll time entry in ePeople, responding to payroll inquiries, resolving payroll discrepancies, and maintaining working knowledge of the frontline staff scheduling processes. Additional duties include answering & documenting all incoming phone inquiries, attending meetings, managing & monitoring of bed requests in the Connect Care system, dispatching bed teams, maintaining up-to-date OH&S binders (i.e. WHMIS, safety audits), monitoring staff learning module completion, and performing additional various assigned duties as necessary. This position requires the ability to multitask and prioritize around tight deadlines and a solid understanding of Microsoft Office Suite. An Admin Skills Assessment will be completed. Environmental Services is a patient and customer-service focused department consisting of approximately 6000 employees provincially. Environmental Services is responsible for the 24 hour/7 days per week maintenance of Alberta Health Services hospital’s environmental cleaning and waste stream management functions.

As an Administrative Support IV, you will require advanced administrative or specialized skills and knowledge to support complex procedures, practices and initiatives within a department or program.

Some post-secondary education.

Completion of post-secondary education (e.g. certificate in office/business administration) Equivalent experience considered. Ability to walk for extended periods of time and perform repetitive movements for the duration of your shift. Physically capable to lift, push and pull with up to 22lbs of force. 2 years of related experience in progressively responsible secretarial and administrative support positions for complex program areas. Minimum typing speed of 50wpm. Advanced skill level in the use of Microsoft Office Suite (Excel, Word, Outlook, and PowerPoint), and Adobe Acrobat. Detail-oriented with high degree of accuracy. Solid verbal and written communication skills with internal/external stakeholders including excellent editing, writing and grammar skills. Ability to prepare, proofread, format, and maintain reports, letters, PowerPoint presentations, spreadsheets, and memos with minimal supervision. Ability to manage, plan and coordinate offsite meetings and multiple calendars. Proven record of proactiveness and dependability, timely follow through and responsive communication and action in response to queries. Strong organizational, time management and problem-solving skills. Demonstrated ability to handle stressful situations with all levels of management, and staff and fostering positive and effective working relationships. Solid analytical skills, with the ability to interpret complex data sets. Computer skill set test will be administered at the time of interview.

Preference will be given to internal AHS applicants. Experience payroll and scheduling would be an asset. Knowledge of Environmental Services would be an asset.