Administrative Assistant - Bilingual (English/French)

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Help victims and vulnerable persons!
Bring your skills to this dynamic role where you will be the first point of contact for the Victims/Witness Assistance Program (VWAP). You will provide clients with program information and perform a full range of administrative services.

Learn more about the Victims/Witness Assistance Program here.

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About the job

In this role, you will:
• respond to/record inquiries.
• refer issues to appropriate staff.
• receive and review incoming files and materials.
• maintain office filing systems, enter data, prepare reports and correspondence.
• maintain reception area/waiting room and office equipment.
• arrange meetings and coordinate appointments.

Positions available:
• 1 temporary full-time bilingual position for up to 12 months with possible extension in North Bay
• 1 temporary full-time bilingual position for up to 12 months with possible extension in Timmins

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What you bring to the team

Mandatory requirements

• You must possess oral French language skills at the advanced level. Your proficiency level will be confirmed before hire.

Analytical and problem-solving skills

You can:
• review incoming mail and documents and flag/prioritize as needed.
• review and resolve office expenses and billing errors.
• organize information in case files and manage filing systems.
• interpret and apply policies/procedures and legislation.

Communication and interpersonal skills

You can
• communicate effectively with clients while displaying tact, sensitivity, and diplomacy.
• prepare correspondence, input client details into tracking system, and proofread written communication for accuracy.

Knowledge

You have:
• knowledge of office administrative processes and procedures.
• the ability to learn and apply knowledge of the criminal justice system (e.g. child abuse) and privacy act.
• proficiency in MS Office software, operating database systems and internet web-based applications.
• knowledge of basic arithmetic.

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Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

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How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer  accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please  contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

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What we offer

The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province. We offer:
• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups

This role comes with a comprehensive compensation and benefits package that includes:
• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services

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Additional information:

Note:

• This ad is also available in French.
• The number of positions to be filled has not been identified at this time. This competition will be used to create an eligibility list of qualified candidates to fill upcoming opportunities within the next eighteen months following the closing date of the job ad posting.
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.
• E-AG-239918/26(2)

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.