Job Specification

Purpose of Position :

Providing bilingual administrative and clerical support services to the District/Area Office in accordance with OPS Quality Service standards and guidelines.

Duties / Responsibilities :

In the District/Area Office and reporting to the District Manager/Supervisor the position carries out the following: 1) Utilizing Divisional standard software to produce a variety of databases and text including reports, graphs, charts and maintaining databases by planning layout, inputting text and data, keying information, editing text provided by others, utilizing word processing, spreadsheet, other programs to produce final copy documents. Composing routine correspondence and compiling information packages for clients (e.g., lawyers letters). 2) Providing administrative support in accordance with Ministry procedures, policies, guideline and directives by keying information into databases and tracking systems (e.g. Integrated Divisional System (IDS), district and regional database systems); by retrieving records in response to information requests and maintaining a multi-task tracking system (e.g. Freedom of Information and Protection of Privacy Act (FOIPPA), monthly vehicle logs, lawyers letters, up to date briefing notes, inspection information). Searching hard copy and electronic files (e.g. IDS, district and regional database systems) for information in response to lawyer's letters, FOI requests. 3) Implementing, maintaining and updating an automated file classification system database used for tracking hard copy active/inactive records. Maintaining an up-to-date records management system; ensuring retention schedules are followed, records are archived or destroyed according to ministry requirements. Daily filing requests are received, sorted, coded and filed. New filed information is logged into the file classification system database. 4) Purchasing and maintaining office supplies for the District office, verifying invoices and Integrated Financial Information System (IFIS) reports, and maintaining petty cash. 5) Providing reception services, receiving phone calls/visitors, responding to general inquiries or referring clients to appropriate staff. Processing incoming and outgoing mail including postal and courier services and distributing to appropriate staff. 6) Performing general office tasks such as maintaining forms and publications; keeping office equipment in working order by arranging for servicing; performing periodic inventory reconciliation of movable and attractive assets; arranging accommodations for meetings; coordinating and administering office telephone system; photocopying and distributing documents. Providing support duties related to office security and network file server backup.

Staffing and Licencing :

Job requires advanced oral French Language skills. Keyboarding, word processing and data entry to standards.

Knowledge :

Job requires knowledge of relevant sections of the Administrative manual, office administration policies, procedures and practices to provide administrative support to the district (e.g., processing and making purchases, performing physical asset counts, following finance/purchasing procedure, ensuring ministry correspondence standards are followed). Job requires knowledge of arithmetic to prepare, purchasing card reconciliation and petty cash accounts by reconciling monthly purchasing card statement/petty cash reconciliation. Job requires knowledge of advanced software including word processing, data base and spreadsheets (e.g., MS Word, Excel, Outlook, PowerPoint, Lotus Notes, Access, WordPerfect, Quattro-Pro, Corel Presentation) to type information, produce letters, briefing notes, legal documents, memoranda, reports, minutes of meetings and presentation material by selecting the most appropriate software packages and applications for the required style. Job requires knowledge of computerized databases and time management systems (e.g., IDS, district and regional database systems) to ensure responses meet deadlines and provide information related to FOI in response to inquiries by managing bring-forward tracking systems, accessing database and extracting information. Job requires knowledge of relevant sections of FOIPPA to reference and for verifying accuracy of fee estimates, ensuring legislated time frames are met and responding to general inquires by searching electronic and hard copy records, retrieving information and preparing estimates for approval. Job requires knowledge of network server backup procedures to ensure security of the network by performing regular network backups. Job requires knowledge of records management practices and procedures concerning filing systems, retention schedules, to maintain up to date hard copy and electronic records by providing filing, records maintenance, archiving and shredding services. Job requires knowledge of mail practices and procedures to process incoming and outgoing mail by weighing and applying proper postage or completing appropriate courier forms and arranging for courier/taxi services, reviewing mail contents and distributing to appropriate staff. Job requires knowledge of ministry purchasing, inventory and petty cash practices including forms completion and coding to ensure compliance with financial and asset management by completing an asset registration form and by following finance/purchasing processes in making and processing office supply purchases. Job requires knowledge of ministry programs delivered through the District Office to provide reception services and to respond to basic requests for information including selecting and providing brochures and other information tools to assist clients with their inquiries.

Skills :

Job requires advanced oral French and English Language skills to screen and direct telephone calls to appropriate staff, to answer factual inquiries, receive visitors and to prepare typed responses in the language required by the client. Job requires reasoning and problem solving skills to determine what matters are urgent and should be given priority when performing a variety of tasks with conflicting deadlines, prioritizing work based on knowledge of subject matter. Job requires reasoning skills to select appropriate software when designing formats for office documents (e.g., reports, spreadsheets, and graphics). Job requires evaluating materials and applying appropriate file code by program. Job requires investigative and checking skills when conducting searches on request of manager or staff to compile information from files or IDS (e.g., by subject matter, chronological date). Job requires judgement in screening the mail and identifying priorities and matters requiring attention by appropriate staff. Job requires judgement skills when responding to calls from the public and ministry staff (e.g., determining whether to provide a response, recognizing priorities, referring caller to other ministry staff or other agencies). Job requires reasoning in selecting the most appropriate source of office supplies and equipment based on availability and price. Job requires reasoning in determining source of equipment failure and possible immediate repair. Job requires checking skills to follow-up on invoice quoting or billing problems. Job requires oral communication and interpersonal skills to respond courteously to in-person or telephone queries from the public, industry staff and all levels of government, to provide and exchange information, to query callers to determine the nature of calls, and to question potential suppliers when assessing products, conditions of supply and to clarify invoice problems. Job requires written communication skills to compose routine correspondence.

Freedom of Action :

Job requires working in accordance with established administrative practices and procedures e.g., administrative support to office operations. Job has scope in designing document layouts and responding to inquiries of a legal or general nature. Supervision is available for the more difficult decisions and questions (e.g., interpreting legislation, questions relating to program decisions). Job requires ensuring accuracy of completed work by proofreading for completeness, format, spelling, decisions and questions (e.g., interpreting legislation, questions relating to program decisions). Job requires ensuring accuracy of completed work by proofreading for completeness, format, spelling, grammatical and typographical errors. Documents and reports are reviewed by manager or staff for accuracy, layout design and finalization. Issues and items not in accordance with policies and procedures are referred to the supervisor (e.g. emergency purchases).