Administrative secretary

Reference number:
Montreal (Rosemont metro)
2 days/week
Field of activity:
Administrative support
Collegial studies
French & english
-College diploma (DEC) in office technology -3 years of relevant experience in a secretarial position -Excellent oral and written French language skills -Intermediate English -Confidentiality -Very good communication and interpersonal skills -Analysis and synthesis -Organization and coordination of several files simultaneously -Experience in billing -Autonomous and resourceful -Mastery of the Office Suite and comfortable working with new technologies -Recognized equivalencies: DES and complementary training in secretarial or office automation and 6 years of experience in a comparable position OR DEP in secretarial and 6 years of relevant experience
Job Summary:
One of our clients, a large municipal organization, is looking for an Administrative Secretary for the Living Environment Management Department (part-time position, 2 days/week).

Your duties will include:
-Assists supervisor in all duties.

-Processes incoming correspondence, drafts and signs general correspondence, assembles documentation required by unit staff to process files.

Participates in the coordination and follow-up of the various files handled within the unit and suggests operating methods.

Ensures the follow-up and compilation of personnel attendance records, completes or prepares forms related to vacations, illness, reimbursement requests or other documents related to personnel management.

Receives, screens and routes mail, telephone calls, e-mails and visitors.

-Schedules or reschedules appointments for the supervisor according to priorities, reminds the supervisor of meeting dates and prepares required documentation, confirms attendance at meetings or suggests a replacement when necessary. Makes travel arrangements for the supervisor (transportation, accommodation, cash advance, etc.).

-Collects data required to prepare or revise requisitions and budgets and ensures availability of funds; verifies and pays invoices, makes budget transfers and monitors the budget in the financial system. May be required to manage a petty cash fund for internal invoice reimbursement.

-Orders and manages office supplies.

-Performs filing, annual declassification and document management of the administrative unit's documents.

-Attends meetings, records discussions and prepares minutes reflecting the spirit of discussions and decisions made.

-Ensures the transmission of information relating to policies, procedures, laws and regulations governing the activities of the administrative units.

-Writes or participates in the writing of recommendations for management and the Board of Directors.

-Performs final editing of documents issued by unit personnel to ensure quality of presentation, absence of grammatical, spelling or other errors. Updates documents and information on the Intranet and Internet as required.

-Ensures, when required, the execution of any other related activity that he/she is reasonably capable of performing.

Temporary indeterminate mandate
Part-time position: 2 days/week (8:30 am to 4:30 pm)
Workplace near Rosemont Metro
Available positions:
Contact at Excel:
Nathalie Jetté