Use your administrative skills to keep people, priorities, and processes on track.
About the job
This role provides administrative support to section operations, staff, and project activities. You will help keep daily work organized, accurate, and on track.
As an Administrative Assistant, you will:
• Support financial and HR administration, including invoices, expense claims, purchasing cards, attendance, recruitment documents, and assignment tracking
• Manage office administration, including mail, supplies, equipment, IT requests, email accounts, and inventory
• Support division/branch filing, records and information management systems, processes and standards to organize and maintain branch electronic and manual filing systems.
• Support accommodation and vehicle planning and management needs including liaising
with building maintenance management and maintaining vehicle and maintenance records.
• Coordinate meetings, events, schedules, and related logistics
• Respond to inquiries, liaise with staff and partners, and provide general administrative support with tact and professionalism
• Support special projects and provide backup administrative support across the branch and division
What you bring to the team
Mandatory requirements
You must possess a valid Ontario Class G driver's licence, or equivalent. The successful candidate will be required to provide proof of a valid driver's licence upon hire.
Administrative Knowledge
You have:
• Knowledge of administrative service principles, methods, and practices
• Experience providing administrative support for office operations, activities, and project work
• Financial knowledge to support invoices, expense claims, purchasing cards, and reconciliations
• Experience working with records and human resources documents
• The ability to support managers and staff with administrative processes and section information
Communication and Interpersonal Skills
You can:
• Communicate respectfully with managers, staff, colleagues, and partners
• Work effectively as part of a team while handling information with professionalism and discretion
• Respond to general inquiries and provide information with tact and diplomacy
• Prepare clear, accurate correspondence, reports, memos, proposals, contracts, letters, spreadsheets, minutes, presentations, and other documents
• Follow draft or edited documents, verbal instructions, and written instructions
Reasoning and Organizational Skills
You can:
• Determine priorities when handling different administrative responsibilities
• Track information, organize work, and follow up on outstanding items
• Support timely and accurate completion of administrative work
• Arithmetic skills to calculate attendance, reconcile or balance expenditures, and verify expense claims and invoices
• Review incoming correspondence and information requests and refer matters to the appropriate staff member
Judgement and Attention to Detail
You can:
• Work independently and use judgement and initiative to make routine decisions
• Maintain accurate, organized, and properly saved documents and records
• Handle competing tasks and sensitive information with care and discretion
• Review and proofread documents for accuracy, completeness, and appropriate format
• Identify missing, inaccurate, or incomplete information
Computer Skills
You have:
• The ability to use Microsoft Teams, videoconferencing, and teleconferencing tools
• The ability to operate standard office equipment such as printers and photocopiers and troubleshoot routine issues
• The ability to prepare documents, presentations, spreadsheets, minutes, and briefing materials using office software
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!
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: