Job Specification

Position Title:
Job Code:
08OAD - Office Administration 08
Job ID:

Purpose of Position :

To provide administrative support to management, and administrative assistance in support of all activities required for operation of a cluster of water and/or wastewater facilities within the Hub.

Duties / Responsibilities :

1. Administrative:
Opening, sorting, recording, and distributing all incoming mail, forwarding to the appropriate individual, attaching any relevant information to the manager's mail, noting action required and following up to ensure that it is taken in a timely manner.
Producing or typing a variety of correspondence, reports and documents from notes, verbal instructions or drafts, using word processing, spreadsheet or graphics assignment, for the use and/or signature of management.
Composing letters based on oral or written instructions, or on own initiative for management's signature, signing routine items, proof-reading all typed materials for spelling, grammar, punctuation, appropriate addresses, attachments, etc., correcting and/or returning to author for correction.
Preparing mail for posting or for the couriers, as required.
Receiving calls and visitors to the manager's office, scheduling appointments and meetings, directing to the appropriate source, or advising as to the manager's availability and whereabouts, providing general information on corporate initiatives or on operations of the facilities.
Arranging for, and attending meetings with management, to take notes and minutes, distributing upon completion, noting follow-up required from staff and ensuring it has been completed in a timely manner.
Making travel and accommodation arrangements for management or staff, as required, preparing and processing expense claims.
Liaising with a variety of facility, regional and corporate staff, clients, vendors/suppliers, to provide information, making administrative arrangements, assists with problem resolution, communicates and coordinate activities for management.
Gathering information, statistical data on behalf of management from a variety of sources and staff, formatting onto spreadsheets, tables etc., in support of operational reviews and special projects.
Requisitioning office supplies (contacting suppliers for repairs to office equipment), as required.
Assisting and maintaining an accurate database of current inventories and assets within the Hub, using the available software to produce/prepare inventory or asset reports as required, inputting information as received from the facilities, as required.
Receiving and/or preparing, all incident and accident reports related to property, vehicles and liability insurance claims, ensuring their completeness and returning to author for correction, forwarding to corporate centre upon completion, coordinating additional requests for information.
Administering the fleet of vehicles, such as reconciliation and input of fleet charges and mileage into the computerized software system.
Maintaining the filing system of operational records, reports, correspondence etc., according established file plans, filing and retrieving information as required, ensuring the security of the files.
Sending stale files and information to the records centre according to the established retention schedules or upon direction from management, retrieving material as required.
Receiving requests from various sources for information under the Freedom of Information, immediately forwarding to the corporate centre for coordination, exercising caution in providing any information to requesters.
Maintaining the electronic filing systems as directed or according to established procedures, ensuring all electronic equipment is secure and functioning properly, ordering supplies, notifying systems staff of any problems encountered.
Correcting minor system problems as directed by corporate staff and periodic hardware and software tests and check lists according to established procedures.
Preparing and tracking capital work orders and billing, in a timely manner, to clients upon completion of projects.

2. Purchasing and Accounts Payable:
Receiving, checking all procurement, such as purchase requisitions, requests for proposals or quotations, purchase orders, invoices, travel claims, requests for advances, etc. for completeness, accuracy, within established corporate procedures.
Correcting discrepancies or mismatches between documentation by follow-up with originators/vendors to confirm information, advising of errors or missing items, correcting minor discrepancies on own, returning to originator or notifying manager, i.e. improper authorizations, trends such as excessive expenditures, or difficulties with vendors/suppliers.
Obtaining quotes, as required or requested, for purchases, providing suggestions as to appropriate suppliers/vendors based on knowledge of services available and product requested; obtaining routine quotes on small items on behalf of the manager.
Processing purchase orders through the computerized purchasing system software, in accordance with established protocols.
Monitoring expenditures by tracking/totalling payments on control sheets provided with the purchase orders to ensure that expenditures do not exceed established spending authorizations or product ceiling costs, notifying manager of discrepancies.
Batching hard copy and electronic invoices inputting into the applicable software and sending to the corporate centre for posting.
Liaising with staff at the corporate centre to clarify issues or discrepancies, or to provide rationale for actions. Completing accruals and cost transfers and forwarding to corporate office for posting.
Preparing invoices to clients for all billable services on a quarterly or as-required basis; including appropriate approvals and supporting backup documentation to support invoice.
Monitoring and tracking expenses and revenues against Plan budgets; assisting managers with variance analysis and preparing forecasts on a quarterly basis.

3. Attendance, Payroll and Human Resources Administration:
Calculating premium payments and benefits such as overtime, on call, stand by etc., as provided by the collective agreement for all staff within the hub, and submitting for processing in a timely manner.
Maintaining an accurate and up-to-date total or balance of credits and other entitlements (e.g. vacations, overtime, MCO days etc.), in accordance with the collective agreement for all Hub staff, and advising of credit status when requested.
Updating attendance and payroll records, according to established procedures and deadlines.
Verifying and reconciling balances against payroll audit reports using the applicable corporate payroll system and liaising with HR staff to correct discrepancies.
Producing regular and ad hoc reports of personnel and premium payment costs for management.
Inputting personnel and payroll data into the applicable OPS payroll system, as received from various sources to keep up to date, producing ad hoc reports when requested.
Preparing new employee documentation packages and conducting orientation interviews for new staff, which includes explaining and processing of a variety of documentation pertaining to negotiated benefits, employee entitlements, corporate policies and procedures etc.
Preparing and processing in a timely manner all documentation required for leaves, negotiated entitlements, salary advances, changes in employee status etc., obtaining required authorizations and forwarding to HR.
Assisting in the training and development activities in the Hub, as required.
Coordinating competitions in the Hub by scheduling interviews, receiving and acknowledging applications, opening/closing competition files, contacting candidates etc.
As assigned.

Knowledge :

Good knowledge of office administration, procedures and processes. Good knowledge of administrative practices, policies and procedures related to purchasing, accounts payable (including general accounting principles), attendance and payroll. Excellent knowledge of computers and related software.

Skills :

Excellent analytical, planning, time management and organizational skills to complete work assignments independently, coordinate multiple tasks and within stated deadlines. Excellent oral communication skills and customer services skills to liaise with staff, clients, vendors/suppliers to respond to inquiries. Good written communication skills required to prepare routine correspondence, meeting minutes and various documentation. Excellent computer skills, the ability to use word processing, spreadsheet and graphics software (e.g. Microsoft Outlook, Word, Excel, PowerPoint, WIN, Internet). The ability to work independently and in a team oriented environment.

Freedom of Action :

Job requires working in accordance with OPS and OCWA policies, procedures, directives and guidelines related to office administration, purchasing, accounts payable, attendance and payroll. Job requires taking initiative to compose routine correspondence and sign on behalf of management. Job has the freedom to liaise with and provid1 general information on corporate initiatives to a variety of staff, clients, suppliers, visitors and callers, assist with problem resolution and coordinate activities for management. Job requires gathering information and data on behalf of management in support of operational reviews and special projects. Job is responsible for initiating purchase orders, determining accuracy of purchasing documentation and following up with vendors, suppliers. Job is required to input attendance, calculate premium payments and benefits, verify and reconcile attendance balances for all Hub staff. Work is accepted by supervisor as accurate and verified through periodic reviews. Job requires referring unusual matters beyond established practices to supervisor.

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