Background
Elections Saskatchewan (ESK) is the province’s nonpartisan election management body and an independent office of the Legislative Assembly of Saskatchewan. ESK directs and supervises the administration of provincial electoral events, including the 2024 provincial election.
Position Summary
Under the general supervision of the Office Administrator & Procurement Lead the Administrative and Office Assistant provides general office administration for Elections Saskatchewan including office purchasing, facilities management, administrative support and general reception duties.
Key Responsibilities
Under the direction of the Office Administrator & Procurement Lead, the Administrative & Office Assistant will assist with:
Administrative Support
• Providing general reception services in a courteous and personable manner
• Providing general administrative support including filing, photocopying, mailing, faxing, e-mailing of materials as required;
• Receiving, screening and recording incoming mail and invoices, and distribute incoming and outgoing correspondence.
• Managing courier accounts, office shipments and other services such as shredding; and
• Ensuring basic office equipment and supplies are stocked and re-ordered as required.
Facilities Management
• Responsible for liaising with property management for matters related to maintenance of Head Office and Warehouse facilities;
• Ensuring ongoing organization and professional alignment of space at head office including meeting rooms and common areas including the development of Kitchen Cleaning schedules as required; and
• Working closely with the Office Administrator & Procurement Lead for overall office management and planning special events
Other duties
• Providing administrative support for election and by-election duties such as: contract preparation and tracking, asset management, information distribution, testing of new software, etc;
• Tracking purchases and reconciling purchases made on corporate purchase cards; and
• Data entry into various applications to ensure all information is available electronically.
Position
Term position, beginning immediately and terminating December 2024.
Required Education, Knowledge, Qualifications and Experience
Typically, the knowledge, skills and abilities required for this position are obtained through completion of an office administration certificate from a recognized school/college and experience in an administrative role. Significant experience using word processing, spreadsheet, presentation, email, and related office administration software is essential. An equivalent combination of education and experience will be considered.
Comprehensive knowledge of office management and administrative procedures and protocols.
Demonstrated ability to build effective, strong interpersonal relations, effectively interacting with people, respecting the needs and feelings of others, maintaining the self confidence and esteem of others.
It is desirable that the person fulfilling this position have:
• A working knowledge of Election Saskatchewan’s legal mandate, organizational structure, administrative policies, systems, and procedures as well as related government operational policies and practices.
• The ability to adjust to change and expanded work hours and an increasing workload.
Key Competencies
Communication – to prepare correspondence, edit/proofread documents, and communicate accurately and clearly with others; to communicate clearly and concisely with others, to provide direction; to build working relationships.
Confidentiality – to secure and protect information.
Coordination/Planning – to coordinate services, calendars, meetings and other logistics.
Interpersonal – to build effective, strong working relationships, effectively interacting with others and respecting others.
Judgement – to determine priorities and what information needs to be shared.
Organizational – to organize administrative services and prioritize work, to organize information; to maintain schedules, and ensure deadlines are met.
Technical – of computers and applications to prepare correspondence, documents, for communicating (email, blogs, etc.). Ability to input, edit retrieve, format, transmit and link file data, create and generate queries, diverse reports and documents utilizing word processing, databases, spreadsheets, communications and other software packages with speed and accuracy.
Adherence to Organizational Values
Elections Saskatchewan knows that election management impacts everyone in the province and that it plays an integral role in ensuring the integrity of democratic processes within the province. It is the responsibility of Elections Saskatchewan, and everyone who works at Elections Saskatchewan, to contribute to this larger vision through their work and their actions, both personal and professional. Elections Saskatchewan, and everyone who works at Elections Saskatchewan, must espouse the following values:
Adherence to Policy
Elections Saskatchewan, and everyone who works at Elections Saskatchewan, must adhere to the policies, procedures, and guidelines of Elections Saskatchewan, as well as relevant legislation, public health orders, or any other applicable employment related guidelines.
Pay Grade and Salary
The salary range for this position is $24.07 to $31.29 per hour (MCP1). Appointment is subject to the submission of a satisfactory criminal record check. Interested applicants should email a cover letter, resume, and references to [email protected] by May 15, 2024. Only those invited for an interview will be contacted.
Elections Saskatchewan (ESK) is the province’s nonpartisan election management body and an independent office of the Legislative Assembly of Saskatchewan. ESK directs and supervises the administration of provincial electoral events including Saskatchewan’s next general election, scheduled, by legislation, for October 28, 2024. Information for voters, workers, media, candidates, and parties can be found at www.elections.sk.ca.