Administrative Support Agent, Principal Class

Administrative Support Agent, Principal Class | C26-08-86458

Human Resources Department NATURE OF WORK

Under the responsibility of the administrative manager, the principal class administrative support agent plays a pivotal role across the entire team of the Human Resources Department. They collaborate and support colleagues in various diverse files. They work closely with their principal class administrative support agent colleague to plan the activities to be carried out. They maintain regular communications with them and all their colleagues.

More specifically, they perform essential and diverse administrative tasks, controls, and follow-ups according to complex methods and procedures. The person carries out tasks related to dotation, the application of rules concerning collective insurance, and coordinates the maintenance of various committees. They ensure the reception of the clientele and transmit information to the users of the Service.

MAIN RESPONSIBILITIES

• Welcomes staff and external clientele;
• Ensures the smooth functioning of the service by responding to calls, messages, mail, and general information requests;
• Handles current correspondence and that intended for employees (particularly that related to absences and leave);
• Ensures the smooth running of the dotation process from the opening of positions to the submission of applications and the dissemination of job offers (websites, specialized sites, and bulletin boards). Transmit the received applications to the manager, update the interview grids, prepare the letters of non-selection, close the postings;
• Opens and follows up on the service's files, as well as those of the various committees, particularly; improvement, labor relations, personal protective equipment;
• Ensures the adherence and follow-up of requests for modifications to the collective insurance programs in accordance with the deadlines, jointly with the Human Resources Service technicians and the insurance file manager at the Finance Service;
• Layouts, enters, copies, and digitizes texts from notes, existing documents, or emails;
• Coordinates and organizes the material for meetings of the people they assist, calls the participants, and prepares the necessary files (example: improvement committee and labor relations committee);
• Provides the relevant forms and pieces related to the College's procedures and directives and signs them if necessary;
• Verifies, records, and files the documents related to the daily management of the service's various files;
• Updates information tables and proposes improvements to the used tables;
• Manages the administrative manager's and deputy directors' schedules according to each individual's specifics;
• Takes care of the classification of employees' files, files the absence notices, and prepares various files for archiving;
• Updates the procedural;
• Supports the deputy director who handles disabilities, updates a follow-up table, and sends long-term insurance forms;
• Conducts research and analyses of certain complex files, in collaboration with the administrative manager and deputy directors;
• Uses computer equipment as well as common office equipment;
• Performs, if necessary, any other related tasks.
• REQUIRED QUALIFICATIONS

Hold a Professional Studies Diploma (DEP) with an appropriate option, particularly in secretarial work, or a Secondary Studies Diploma (DES) or a diploma or certificate of studies whose equivalence is recognized by the competent authority and have six (6) years of relevant experience in connection with this position.

SPECIFIC REQUIREMENTS

• Proficiency in spoken and written French;
• Proficiency in Microsoft Office Suite software (Word, Excel, Outlook, etc.). Computer systems are an important tool of work, the candidate must have the aptitude to work in a computer environment and must be comfortable with the use of different software;
• Excellent sense of organization, attention to detail, and great capacity for judgment;
• Very good capacity to manage multiple files at once and to determine priorities within the prescribed deadlines;
• Possesses a developed sense of customer service and communication;
• Great capacity to work autonomously and in interaction with the various interveners;
• Very good capacity to use efficient methods and procedures, keep their files up to date with rigor, and demonstrate judgment;
• Good knowledge of the treatment, entry, and layout of texts.
• REQUIRED TESTS

The College reserves the right to administer a written French test, an Excel test, and a written situational test related to the position to the candidate.

REMARKS

We thank all those who apply, but we will only communicate with those selected for an interview.

The Vieux Montréal College subscribes to an employment equity program and invites women, people with disabilities, members of visible and ethnic minorities, as well as Indigenous people to apply.

ADDITIONAL INFORMATION

The working hours are from Monday to Friday from 8:30 AM to 4:30 PM (flexible schedule possible). Possibility of telecommuting

Name of the incumbent: Carole Glasow

Name of the immediate superior: Isabelle Bellemare