Administrative Assistant

The Opportunity:

The Ministry of Agriculture's Production and Development Branch is seeking an enthusiastic and highly detail-oriented individual to join its administrative team. This position provides key administrative support by preparing documents, managing databases, maintaining records, and retrieving information in a timely and efficient manner. Responsibilities include supporting the use of office technology and equipment, coordinating the acquisition and maintenance of inventory and supplies, managing incoming and outgoing correspondence, and uploading and organizing documents. The role may also involve providing reception services, responding to program inquiries, monitoring and coding expenditures, and preparing business expense forms, invoices, and contracts. In addition, the position supports the coordination of meetings, training sessions, and other branch activities.

Success in this role requires exceptional attention to detail, a strong commitment to accuracy, initiative and a dedication to excellence. The ideal candidate takes pride in producing high-quality work, consistently demonstrates precision in managing information and records, and is committed to ensuring tasks are completed thoroughly, accurately, and efficiently.

• Accurately enter various types of information, including large volumes of technical data, into databases daily, and analyze data as needed.
• Respond to telephone inquiries from the public and redirect calls.
• Meet multiple tight deadlines while dealing with frequent interruptions.
• Proofread, edit, format, and use word processing software to create a variety of documents and letters.
• Maintain files in SharePoint and manage disposal, archiving and retrieving of files.
• Monitor and code expenditures, and prepare and process business expense forms, invoices, and contracts.
• Provide support to the team, including assisting with equipment and software issues.
• Coordinate and schedule travel, event logistics, meetings, equipment, and CVA vehicles as required.
• Assist in the development, implementing and updating of administrative support procedures and standards.
• Acquire, purchase, and maintain inventory such as forms, office supplies, and equipment.
• Manage the development of a major publication by coordinating a multi-step schedule and collaborating with internal and external partners to ensure deadlines are met.

Job Capabilities:

As a public servant, we are seeking someone who:

• Is accountable, takes ownership of their work by contributing to organizational outcomes and demonstrates the corporate values in our Commitment to Excellence.
• Is innovative and seeks out ways for improvement by thinking creatively, identifying new ideas and taking responsible risks.
• Works collaboratively with others to understand, engage and have meaningful dialogue to achieve work outcomes.
• Is inclusive, identifies and is aware of personal bias, and readily seeks out and appreciates diverse perspectives.
• Is adaptable, continuously learns from experience and applies those learnings to new situations.
• Focuses on achieving public service excellence.

Technical Knowledge and Skills:

• Knowledge of customer service and public/client relations processes.
• Knowledge of administrative procedures, protocols, and/or office filing systems and equipment.
• Knowledge of proofreading, editing, formatting, and use word processing software to create a variety of documents and letters.
• Knowledge of computer applications such as databases and SharePoint, word processing, spreadsheet software, operating systems and/or computer hardware.
• Knowledge of ability to lead multi-step projects by organizing schedules, coordinating stakeholders, and ensuring deliverables are completed on time.
• Typically, the knowledge and skills required to be successful in this role would be achieved through a Certificate in Office Administration and/or equivalent office administration and client service experience.

Job Skills:

• Communication (Level B)
• Critical Thinking (Level A)
• Digital Skills (Level A)
• Interacting with Others (Level A)
• Navigating Ambiguity (Level A)
• Managing Self (Level A)
• Health, Safety and Wellness (Level A)
• Data Literacy (Level A)
• Influence (Level A)
• Political and Organizational Awareness (Level A)
• Managing Organizational Resources (Level B)

Learn more about the Government of Saskatchewan’s Capabilities and Skills Framework here.

What We Offer:

• Dynamic and challenging work
• Competitive salary
• Comprehensive benefits package including pension
• Vacation, scheduled days off, and other types of leave
• Inclusive work environments
• Career growth, development, and advancement opportunities
• Flexible work arrangements

Our Commitment to Excellence:

The Government of Saskatchewan upholds deep-rooted values of Respect and Integrity, Serving Citizens, Excellence and Innovation, and Acting as One Team.