Job Specification

Purpose of Position :

To provide administrative support to the unit.

Duties / Responsibilities :

1. Responds to routine verbal enquiries and/or refers enquiries from clients, the public and other government staff to appropriate staff in the Unit, Ministry or other organizations.
2. Processes incoming mail by reviewing, prioritizing and logging correspondence; researching and attaching relevant background material and information and distributing appropriately. Prepares and/or logs and distributes outgoing mail. Maintains and tracks bring forward systems and advises staff of commitments. Creates, maintains and ensures security of files including centralized information databases.
3. Provides financial administrative support including reviewing invoices and travel claims, resolving discrepancies, preparing payment documents for approval and inputting/recording commitments and expenditures to the financial system. Maintains the petty cash fund and/or purchasing card and reconciles purchases and/or funds as required to ensure sufficient monies on hand. Prepares monthly budget status reports and reviews budgetary information to identify historic trends to assist in budget preparation.
4. Provides word processing support including preparing correspondence, presentations and reports etc.; determining appropriate format; and editing of documents for accuracy of spelling, grammar etc. and storing of files. Manipulates stored data to reformat, update and revise. Develops templates and electronic forms/formats to streamline administrative processes.
5. Organizes and coordinates meetings and conferences and logistics including scheduling and reservation activities (e.g. rescheduling; sourcing and reserving facilities; ordering equipment; refreshments, etc.), coordinating preparing and distributing agendas, background materials, arranging travel and confirming participant attendance.
6. Maintains office equipment (e.g. fax, photocopier) ensuring adequate supplies of paper, toner etc., and contacting service maintenance as required. Orders, maintains and monitors office supplies and publications to ensure availability when needed.
7. Provides administrative support to staff members as required including researching and responding to requests for information, preparing reports, and providing information on administrative procedures and practices. Provides orientation to new staff members.
8. Maintains inventory of assets (e.g. library materials, cell phones, computers, chairs, desks etc.) including initiating equipment purchases.
9. Performs additional duties as assigned.

Knowledge :

Knowledge of office administration, manual and automated filing, financial administration including petty cash, purchasing, assets management and travel policies, procedures guidelines and practices; relevant sections of the Administration Manual and OPS Service Quality Standards is required to provide administrative support to the Unit (e.g. tracking, assets administration, petty cash maintenance, arranging meetings/travel, process invoices and correspondence processing) in accordance with established administration, financial and purchasing procedures. Knowledge of computer operations, functions, capabilities, policies and procedures, software applications (e.g., spreadsheets, electronic mail etc.), keyboarding and fully programmable word processing is required to format and produce a variety of documents, maintain computerized records, databases and systems for the Unit and to cross reference material where staff may use their own electronic filing systems. Knowledge of relevant sections of the Freedom of Information and Protection of Privacy Act (FIPPA) is required to know what information can and cannot be disclosed. Knowledge of Unit programs, policies and procedures is required to prioritize and process documents and reports, review and edit correspondence, maintain tracking systems and respond to and appropriately direct enquiries. Knowledge of research sources and methods is required to identify sources, obtain data, extract relevant material and collate and synthesize into appropriate format within short time frames. Knowledge of arithmetic is required to review invoices and claims and resolve discrepancies.

Skills :

Position requires reasoning and problem solving skills to determine priority and urgency based on knowledge of Unit functions and procedures and subject matter when performing tasks for a number of people with conflicting deadlines and to determine which enquiries can be handled independently and which should be referred and to whom. Analytical skills to determine appropriate background information and analyze and determine appropriate action to resolve discrepancies in/reconcile invoices from contractors and suppliers including differences in opinion regarding original contract versus what was delivered. Analytical skills to determine nature and extent of repairs or replacement, determine supplies required and investigate alternatives (e.g. rent, borrow). Verbal and written communication skills to explain administrative procedures, respond to enquiries regarding administrative and financial practices and procedures, appropriately direct calls and resolve administrative issues. Time management, interpersonal and organizational skills to provide administrative support and assistance to a number of staff with their own priorities, needs and methods of working; respond to urgent demands for assistance and arrange meetings of a number of participants who have own priorities and time commitments. Listening skills to understand and appropriately respond to requests. Ability to work on own and deal with fluctuating workloads and priorities.

Freedom of Action :

Position works under the supervision of the Manager and in accordance with established OPS/Ministry administrative, financial, correspondence and purchasing policies, procedures, directives and practices and relevant legislation (e.g. FIPPA). Position prioritises own work to accommodate multiple priorities and time pressures based on knowledge of Unit and activities, solves routine work problems, and adheres to deadlines. Position requires ensuring accuracy of completed work, comparing numbers from multiple forms to ensure accuracy of statistical reports and resolving issues in short time frames to avoid disruption to work. Position is responsible for maintaining the safety and security of files in the Unit including filing, storage and archiving, arranging meetings and ensuring relevant materials and equipment are prepared and available. Position refers situations not covered by established procedures such as non-routine enquiries to the Manager. Errors in position (e.g. provision of inaccurate information, failure to meet deadlines, inappropriate and ineffective prioritization and organization) could negatively impact program delivery and morale in the Unit.