Qualifications Grade 12 (Manitoba Standards)

Completion of a recognized Office Administration Diploma or Business Administration Certificate

One (1) year equivalent full-time experience

Demonstrated understanding of building/mechanical/engineering terminology

Other combinations of education and experience may be considered

Province of Manitoba Class 5 Drivers Licence, and access to a personal vehicle to provide service within Prairie Mountain Health

Proficiency with Microsoft programs (Outlook, Word, Excel, Access and PowerPoint), as well as Internet applications and other Information Technology

Demonstrated organizational skills, and the ability to work independently

Demonstrated communication skills

Demonstrated flexibility to facilitate changes in techniques and procedures

Ability to display independent judgment

Ability to respect and promote a culturally diverse population

Ability to respect and promote confidentiality

Ability to perform the duties of the position on a regular basis Position Summary The Secretary II will provide clerical and administrative support functions for Facility Engineering Services. The Secretary II functions as an integral part of the Health Care Team and performs all duties in accordance with the Mission, Vision, Values, Policies and Procedures of Prairie Mountain Health.

Responsibilities Overview: The Secretary II provides secretarial and clerical support to the program staff and managers by performing any or all of the following duties:

Provides reception duties including directing incoming calls

Uses appropriate electronic record programs for task

Organizes and maintains filing systems by program requirements





Ensures incoming and outgoing mail is prepared and distributed for all program staff and managers as required

Prepares and distributes reports and data as and distributes as necessary required

Assists with booking meeting space, equipment and other meeting preparations as required Provides support for meetings by taking and distributing minutes

Provides clerical support for photocopying, collating and distribution of materials

Processes documents such as minutes, letters, memos, reports, forms and agendas

Ensures all communication functions (mail, email, photocopying, faxing, telephone) are performed as required in accordance with PHIA legislation2.

Takes the lead in arranging for equipment ordering and repair

Accepts orders, receives, completes and tracks requests made to the program

Maintains inventories and supplies in coordination with Materials Management including specific program forms and office supplies

Ensures that the program entry area presents in a welcoming, skilled, organized manner.

Provides the necessary database development and data entry support to program

Administrates the Meeting Room Bookings for designated areas

Types Month-End Reports and calculates statistics

Manages petty cash, billings, processes payments, balance and reconcile finances as required

Enter and maintain payroll schedules for program staff as required

Manages assigned workload ensuring prioritization and organization to meet the demands of the programs and services.

Reports urgent matters to Manager Facility Engineering Services

Maintain ongoing records of Labour/Material as they relate to Construction in Progress and Capital Projects. Generates computerized monthly statements of same

Understanding of basic operation of the department as it relates to Maintenance

Other duties as assigned

📌 Secretary II (Brandon)
🏢 Prairie Mountain Health
📍 Brandon