Administrative Secretary Procurement

We are looking for an Administrative Secretary in the Procurement Department for a temporary indeterminate position.

Admissibility
-Diploma of Collegial Studies (DEC) in office techniques or equivalent. 
-Three years of relevant experience in a secretarial position or equivalent.

Desired profile
-Excellent knowledge of spoken and written French, working knowledge of spoken and written English
-Communication and interpersonal skills
-Sense of organization and planning
-Priority management
-Ability to work on several files simultaneously
-Knowledge of various software and office equipment.

Examples of tasks and responsibilities
-Assists his or her superior in all his or her duties.
-Processes incoming correspondence, drafts and signs general correspondence, assembles documentation necessary for unit staff to process files.
-Participates in the coordination and follow-up of the various files dealt with within the unit and suggests operating methods.
-Monitors and compiles staff attendance records, completes or prepares forms related to vacation, illness, claims or other personnel management documents.
-Performs receiving, screening and routing mail, phone calls, emails and visitors.
-Schedules or moves supervisor appointments according to priorities, reminds the supervisor of meeting dates and prepares required documentation, confirms attendance at meetings or proposes a replacement if necessary. Makes travel arrangements for their supervisor (transportation, accommodation, cash advances, etc.).
-Collects data necessary for the preparation or revision of requisitions and budgets, and ensures the availability of credits; Audits and pays invoices, budget transfers and budget monitoring in the financial system.
-Orders and manages office supplies.
-Performs the filing, annual downgrading and document management of the administrative unit's documents.
-Attends meetings, takes note of exchanges and prepares minutes reflecting the spirit of discussions and decisions made.
-Ensures the transmission of information related to policies, procedures, laws and regulations governing the activities of the organizational units.
-Drafts or participates in the drafting of recommendations for management and the Board of Directors.
-Performs the final review of documents issued by unit staff to ensure the quality of the presentation, the absence of grammatical, spelling or other errors. Updates documents and information on the Intranet and the Internet as required.

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As an equal opportunity employer, Personnel Alter Ego values diversity in its workforce and seeks to ensure all groups remain fairly represented. Candidates must have the legal right to work in Canada.