Job Specification

Purpose of Position :

To provide a variety of bilingual clerical, secretarial, administrative and computer related services to ODSP Managers/Program Manager and backup services to administrative staff in the Ontario Disability Support Program (ODSP) or Community Services Unit.

Duties / Responsibilities :

Duties are performed in English and French as follows:

Work is performed in a local office in a Region of a large de-centralized ministry.

1) Providing word processing services by producing a variety of correspondence a such as letters, memoranda, work plans, reports, charts, operating procedures etc from hand written or electronic drafts or brief verbal instructions, using a variety of computer applications, proofreading to ensure accuracy, spelling, grammar and completeness in support of the ODSP Managers and Program Manager.

2) Providing administrative support to the managers such as attendance reporting and record keeping, processing travel expense claims; ordering and maintaining office equipment and supplies; forms, inventory and asset control; maintaining and updating local office signing authorities, user access to third party data base, initiating or deactivating IT account and key card access, maintaining local office business procedural manual, IFIS and cash handling reconciliation, providing a point of contact for routine matters including physical plant and accommodations, etc; preparing presentations materials; ensure accuracy and completeness of information and that established timeframes are met.

3) Scheduling and coordinating meetings, preparing agenda and meeting materials, recording, typing and distributing minutes.

4) Receiving visitors and telephone calls, redirecting the caller to the appropriate person, or answering routine inquiries based on own knowledge of the program and government practices to assist in ensuring a high level of customer service.

5) Providing administrative support to the ODSP Managers and Program Manager by performing a variety of clerical/administrative tasks such as, preparing and submitting attendance reports, human resources documentation, ordering supplies, updating manuals, mailing lists, checking invoices; preparing program information packages, logging and tracking service contracts,legal agreements, licenses, etc.; producing related reports.

6) Creating, updating and maintaining appointment calendars, coordinating schedules and making arrangements for travel accommodation, meetings, conferences, luncheons; processing incoming and outgoing mail, attaching relevant information/files when necessary to ensure correspondence is answered within customer service guidelines and Managers/staff have all required information to compose replies; responding to routine correspondence.

7) Establishing and/or maintaining branch or section filing systems and bring forward systems (including shared electronic filing systems) memoranda, reports, minutes, program files, agency and client files, etc. to ensure information is readily available to the managers and staff, and that schedules and deadlines are met.

8) Retrieving information from Ministry mainframe and desktop computer databases and preparing statistical reports for Managers and staff (i.e. SDMT)

9) Coordination of testing (i.e. FLS, typing, etc.)

10) Providing training to team members and job shadowing in order to ensure cross knowledge of various program functions

11) Updating, maintaining and tracking information on various ministry mainframe/personal computer databases; reconciling discrepancies; producing reports; forwarding materials/documents to finance staff as required (i.e. counter registration, safety flag list/binder, various email distribution lists, office telephone lists, learner web, etc)

12) Photocopy various materials/packages

Managers have the right to assign additional duties

Staffing and Licencing :

Advanced level verbal and written French language skills.

Knowledge :

Job requires knowledge of program mandates, administrative/office procedures and guidelines such as: procedures for routing correspondence, processing invoices, establishing and maintaining filing systems, ordering office supplies. Job requires knowledge of program area including relevant sections of legislation, e.g. O.D.S.P. Act and Guidelines, related program processes/procedures to respond to various enquiries both orally and in writing or knowing where to refer enquiries. Job requires knowledge of computer software programs such as WordPerfect, Microsoft Word and Excel, E-mail, Windows, Lotus, PowerPoint, etc. to produce letters, memoranda, reports, contracts, charts, tables, graphics, spreadsheets, presentation material by utilizing a variety of features such as formatting, merging. Job requires knowledge of ministry and in-house program specific database systems e.g. CIMS, CWT, Access. Job requires knowledge of compilation methods to assemble and format data for reports. Job requires knowledge to operate office equipment such as photocopier and facsimile.

Skills :

Job requires reasoning skills to determine what matters should be given priority when performing a variety of different tasks and conflicting deadlines and/or urgency, and to prioritize work based on knowledge of subject matter or by discussing with principals. Job requires judgement to analyze and search for pertinent information and respond appropriately to a variety of enquiries. Job requires analytical skills to determine the most effective way to present materials when creating and formatting correspondence, reports, charts and table and to resolve problems by trying different layout formats or software packages.

Job requires written communication skills to compose general correspondence based on brief verbal instruction provided by staff, and to proofread all material to ensure accuracy in grammar, spelling, and punctuation when typing letters, memoranda and reports. Job requires oral communication skills to respond to a variety of general/routing enquiries and provide factual information regarding program area and related processes/procedures to a range of clients, and to provide assistance regarding appropriate completion of forms/documents etc. Job requires interpersonal skills to empathize and understand client's needs to deal with requests or complaints, and deal with hard to service clients.

Job requires receiving and checking claims invoices for goods and services, by verifying for content accuracy and submitting to supervisor for approval and signature before forwarding for payment. Job requires checking accuracy and completeness of information, obtaining any additional required information, following up on discrepancies/omissions and producing reports as required for review and approval by ODSP Managers.

Job requires setting up and/or maintaining filing and tracking systems for program area/unit and ensuring that files are not misplaced. Job requires safekeeping of information stored on computer files when preparing lettings, memoranda, reports, service contracts and other data through inputting, updating, maintaining, accessing or manipulating data.

Job requires demonstrated keyboarding skills using word processing, graphics, and spreadsheet software in a Windows environment and data entry skills to prepare a variety of documents.

Verbal and written proficiency in French language.

Freedom of Action :

Job requires working under general supervision and in accordance with established procedures and methods. Job has access to administrative procedures and guidelines to make decision relating to the format and routing of Minister's letters, briefing notes, contentious issues reports, action requests e.g. letters sent to clients on behalf of the Ministry. Job requires searching appropriate relevant information, determining the best layout or presentation formats when typing letters, reports, charts. Job requires determining what information is confidential and whether or not it should be divulged when responding to inquiries. The work is reviewed by principals for content, accuracy and completeness. Matters not covered by established procedures or guidelines are referred to the supervisor.

Job requires organizing and prioritizing own workload to ensure that assignments are completed within deadlines and established timeframes, as the work is varied and is often done for program staff. Job requires co-ordinating a variety of meetings, conferences and related agendas, equipment, material/information resources.