ADMINISTRATIVE ASSISTANT

Are you a customer-service focused administrative professional who is able to effectively respond to changing priorities? Then consider this dynamic supporting role within the Provincial Highways Management Division.

What can I expect to do in this role?

In this role, you will:
- provide word processing services and compose routine correspondence
- maintain the schedule of the Manager of Operations and Manager of Claims and ensure briefing materials required for meetings are available
- provide administrative support to the Operations Office and Claims Office including: maintaining supplies, filing, recording expenditures, track correspondence
- assist in the preparation of reports and presentations
- greet visitors, arrange and set up meetings, and respond to inquiries
- maintain information within electronic and hard copy filing systems
- work effectively within an administrative support team

How do I qualify?

Knowledge:

- You have knowledge of administrative practices to sort/distribute mail, establish and maintain filing systems, order and maintain office supplies, update asset and inventory control as well as greet visitors and answer/screen and redirect phone calls to appropriate staff/business unit
- You have knowledge of arithmetic and financial processes to calculate employee attendance and reconcile expenditures related to expense claims, purchasing card statements, purchase orders and invoices

Applied Skills:

- You have organizational and time management skills to arrange and coordinate conferences and meetings, make appointments and travel/accommodation arrangements
- You are able to manage and prioritize own workload to meet urgent deadlines and provide effective support as part of an administrative team
- You have strong interpersonal and oral/written communication skills to provide good customer service, to work effectively with other staff and to compose routine letters from brief verbal or written instructions
- You have demonstrated judgment, decision-making and analytical skills to determine priority and forwarding of action items to staff/business units on manager's behalf
- You are able to determine the extent of information to be provided in responding to inquires and assessing confidentiality of information to avoid improper release/disclosure of information and identify and resolve discrepancies

Technical Skills:

- You have advanced knowledge of computer applications, (i.e. Word, Excel, PowerPoint and Database software), to prepare and track correspondence, charts, tables, graphics, spreadsheets, presentation materials, by utilizing a variety of complex features

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Remember: The deadline to apply is Thursday, August 14, 2014 11:59 pm EDT. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.