Do you consider yourself to be a highly organized and enthusiastic team player who excels working in a fast paced and high volume environment? If so, consider joining the Mines and Minerals Regulation Division within the Ministry of Energy and Mines where you will have the opportunity to apply your strong executive administration skills to coordinate and deliver a multitude of administrative services supporting a Director and their branch office.
About the job
In this role, you will:
• provide administrative services and support to the Director and branch staff
• facilitate the flow of correspondence for the Branch including tracking, expediting, processing and transmitting documents
• coordinate and organize meeting and travel arrangements
• prepare written drafts of emails, letters, memoranda, and presentations
• maintain a confidential electronic filing system
• provide executive administrative services including tracking requests and timelines, producing and processing a variety of sensitive and/or confidential documents.
• arrange and take minutes at branch meetings
What you bring to the team
Administrative knowledge and organizational skills:
• You demonstrate knowledge and experience of office administrative practices, procedures, and quality standards.
• You are able to facilitate the flow of required documents and priority requests including tracking, expediting, processing and transmitting signed documents within established parameters.
• You have knowledge and skills in financial analysis and reporting to provide support with the branch operational budget.
• You have arithmetic skills to reconcile expense claims, invoices and monthly statements/reports.
• You have organizational and time management skills to prioritize and organize work to meet tight deadlines with minimal supervision.
• You are able to apply your organizational skills to maintain appointment calendars and make arrangements for travel, meetings and conferences.
Judgement, analytical and problem-solving skills:
• You demonstrate good analytical skills and sound judgment when coordinating and responding to information requests, tasks, or situations.
• You have problem-solving skills to identify and resolve discrepancies or problems relating to such items as data base accuracy, travel claims or invoices.
• You are able to determine what matters are urgent and should be given priority when performing a variety of different tasks with conflicting deadlines.
Communication and interpersonal skills:
• You have excellent oral communication and interpersonal skills to interact tactfully and diplomatically with internal and external partners, and appropriately handle sensitive and confidential information.
• You have written communication skills to edit, proofread and prepare various material including emails, presentations, responses to queries/issues and correspondence.
Computer skills:
• You are proficient with computers and word processing to prepare documents using a variety of software.
• You have knowledge of and experience with information database, financial tracking and payment, correspondence management, spreadsheet and presentation software applications.
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: