Administrative Assistant


Company :  WSCC
Location :  Iqaluit, NU, Canada
Job Type :  Full-time
Job Status :  Permanent
Reporting to the Regional Superintendent Nunavut Operations, this position provides reception and administrative support to staff of Nunavut Regional Operations. This position also provides language facilitation and proof reading services in Inuktitut. SCOPE The Workers’ Safety and Compensation Commission (WSCC) is a Crown Corporation of the Governments of the Northwest Territories and Nunavut that is directed by a Governance Council through the President & CEO. The WSCC headquarters operations are located in Yellowknife and regional operations in Iqaluit and Inuvik. The WSCC promotes safe work places through education and prevention, and cares for injured workers through a system of no-fault compensation. The system is funded through the collection of assessments from employers and is governed by the Workers’ Compensation Acts of the Northwest Territories and Nunavut. This position provides administrative support to both program delivery and internal support functions in the Iqaluit office. It receives and channels visitors, maintains attendance and other records, performs data entry, maintains office equipment, and provides mail and banking support. The Administrative Assistant provides language services to all stakeholders in Inuktitut when required. RESPONSIBILITIES 1. Provides receptionist duties at the WSCC front desk.

 Responsible for opening and closing the office as per the office preparation procedure  Receives incoming telephone calls on the switchboard system and directs to

appropriate WSCC Employees

December 8, 2017

 Receives visitors to the WSCC; provides general information and directs inquiries to appropriate WSCC employees

 Maintains the visitor/contractor log  Maintains the Reception Manual  Maintains inventory of brochures, pamphlets, and other print media, as well as office

supplies and forms  Updates internal WSCC lists  Processes employer account cheque and/or debit payments  Documents post-dated cheques in accordance to internal policy  Prepares bank deposit form, daily cheque/cash record log, scans all payments

documents and submits to finance daily  Responsible to bring deposits to the bank  Tracks WSCC Vehicle usage, including distribution of vehicle keys and forwards

information regarding vehicle repairs to Nunavut Operations Coordinator  When required, processes employer account payments  Responsible for monitoring interview room during external stakeholder consultations

and following Emergency Response Plan when required 2. Responsible for distribution of all incoming mail and processing of outgoing mail

 Processes incoming mail, including faxes, received on a daily basis by date-stamping, checking file allocation in the database and distributing mail to appropriate personnel

 Checks electronic file information to determine whether or not correspondence is related to an existing claim or if it should be registered as a new claim, as well as new employer registration

 Identifies new correspondence and forwards document to the appropriate personnel for investigation or action

 Handles requests from employers, medical agencies, etc., for WSCC forms  Stamps and prepares any necessary forms for outgoing mail  Arranges local courier parcel pick-up  Responsible to prepare mail for Canada Post – delivery and pickup  Ensures adequate mail supplies, including postage and envelopes

3. Provides administrative support to Claims, Employer Services,Prevention and

Medical Department  Processes all medical invoices as per the Medical Invoice procedure, scans and uploads

files for pension transfers and/or Review Committee  Claimant travel – books the travel, monitors, data enters travel into CAAPs and

reconciles claim travel visa statement  Prepares disclosure packages as per the procedure  Responsible for filing all Employer Services and Prevention documents in accordance

with filing procedures  Provides any additional support as required

December 8, 2017

4. Provides Divisional Support to the Regional Superintendent and Nunavut Operations  Updates Intranet Attendance page daily  Oversees the monitoring of leave and attendance tracking of Nunavut Operations Staff  Ensures IS backup tape changes are performed on a weekly basis  As the designated Key Operator for all multifunctional devices (MFDs) in the Iqaluit

office, and in collaboration with Facilities in Yellowknife, is responsible for the regular maintenance and care of the MFDs, including supplies and changes of the toner cartridges

5. Provides support for Inuktitut language requirements

 Provides language facilitation services to Inuktitut-speaking stakeholders  Assists WSCC staff in facilitating communication (oral and/or written) with Inuktitut-

speaking stakeholders  Provides staff with proofreading services for written material in Inuktitut as required

WORKING CONDITIONS (Working Conditions identify the unusual and unavoidable , externally imposed conditions under which the work must be performed and which create hardship for the incumbent.) Physical Demands No unusual demands Environmental Conditions No unusual demands Sensory Demands No unusual demands Mental Demands No unusual demands KNOWLEDGE, SKILLS AND ABILITIES

 Strong organizational, interpersonal and communication skills  Ability to maintain a strict level of confidentiality  Proficiency with common computer applications, such as Word, excel, Outlook, and

Internet Explorer  Ability to prioritize tasks, maintain professionalism during stressful situations, meet

deadlines, and manage a fluctuating workload  Ability to work in a multi-environment  Intermediate oral and written communication skills in Inuktitut  Valid Class 5 driver’s license is required

December 8, 2017

Typically, the above qualifications would be attained by: Business Certificate with one (1) year administrative office experience or Grade 12, and a minimum of two (2) years of administrative office experience. Fluency in Inuktitut is required. A Class 5 driver’s license and clean abstract is an asset.
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