Administrative Assistant

Location: Calgary, Alberta 
Hours: Monday to Friday, Monday to Friday 8:00am to 4:00pm
Term: 48 weeks 

Security Clearance: Reliability-level security screening

Client Service is requires an Administrative Assistants with senior/advanced levels of knowledge and skill sets which include:

Strong detail orientation skills: i.e.: able to self-correct as required and to capture errors without being prompted.
Strong multi-tasking skills: i.e. able to attend to several project requirements while maintaining focus on workload demand at hand.
Communication skills both oral and written: i.e.: able to communicate effectively with peers.
Experience in working with MS Office (Word and Excel). 
Some standing, lifting, and reaching to put away and pull material and organize shelves several times daily. On occasion, lifts boxes weighing up to 20 pounds when working with files or mail

Contractor tasks may include, but are not limited to, the following:

Process incoming mail/courier items;
Open, date stamp, and distribute incoming mail,
Receives and records courier deliveries,
Determines if incoming mail/packages are sent direct to client or routed to appropriate classifier for capture into CER information systems,
Process outgoing mail/courier items;
Advises clients of the most cost effective way of sending outgoing mail and courier packages,
Utilizes postage machine to process outgoing mail,
Use online systems (Canada Post, FedEx, West Direct, Purolator) to ship outgoing courier packages and provides tracking as necessary,
Organizes end of day mail/shipments for pick-up by Canada Post, Purolator and/or other couriers,
Updates the Mail List System (MLS) as required either through returned mail, receipt of new mailing lists from clients or at the request of an external party,
Keeps abreast of upcoming mail outs and uses proper judgment to select the proper mailing list and envelope size to complete bulk mail out requests,
Communicates with the clients in order to ensure that Mail Services has all of the information and supplies to process the client’s request(s),
Updates tracking tools, in a timely manner, to facilitate the collection of mail statistics
Compiles mail statistics every month

Additional Duties, as needed:
•   Processing invoices
•   Maintaining a system for routing and tracking administrative reports and directories,
•   Routing and tracking items for review or signature, to and from the business unit office,
•   Planning and organizing documents for projects or studies or both and providing recommendations,
•   Monitoring supply agreements, contracts, task authorizations, and other procurement items for the business unit,
•   Participating in meetings,
•   Creating and presenting a variety of weekly and monthly reports
•   Offering guidance and training to new personnel when requested

Procuring facility and office supplies
Taking with building operations management and placing calls to the building government maintenance call center