Job Specification

Purpose of Position :

To provide a range of clerical, administrative, and related support services to the District Manager, inspectors, employment standards officers and related programs. Respond to general public inquiries.

Duties / Responsibilities :

Job Requires:
1. Providing clerical, administrative and related support services for the District and/or program staff, such as: maintaining a current internal contact directory for district manager and staff to facilitate contact in emergency situation; scheduling meetings, preparing background materials, following-up on actioned items, making travel and accommodation arrangements, arranging conference rooms and audio-visual equipment, taking and preparing minutes of meetings; assisting with on-the-job training and coaching of district staff and with work overload situations; maintaining file information management systems, both paper and electronic, and doing searches and/or retrieving hard copy or electronic files as requested, including freedom of information requests.
2. Providing support for Occupational Health & Safety and Employment Standards programs, such as:
within the Occupational Health and Safety Program, recording reported event details (fatalities, critical and other events), responding by contacting appropriate staff immediately, ensuring effective follow-up on urgent calls, per established procedures and guidelines; inputting details, obtaining inspector information to generate event number and assignment to appropriate staff; entering MIS/INB data as required; verifying/maintaining MIS/INB data integrity, obtaining missing data through direct client contact;
within the Employment Standards program, providing support for the Employment Standards program in accordance with instructions and established guidelines, such as: inputting into the Employment Standards computerized information system for investigation complaint files, entry of information such as type of violations, date received, assigned officer, date of assignment transfers received, fast-track files; maintaining electronic Appeals Log; producing MCCR, MTO, PPSA, Bankruptcy, Federal searches, or other statistical reports as required, or at request of officers; verifying accuracy of monthly sub-account report produced by the Trust Fund Account, ensuring that all deposits are accounted for and any errors corrected in a timely manner; receiving and depositing into Trust Fund Account all proceeds of orders/appeals; reviewing monthly listing of funds held in trust; reviewing files to ensure monies held in trust are for an existing appeal or as a result of a collection activity; providing assistance in the preparation of prosecution files, closures, manager reports; completing orders to pay.
3. Receiving external/internal calls, and dealing with walk-in clients; identifying the nature of each inquiry or complaint, requesting/providing general information and assistance relating to Ministry programs and requests for materials, ensuring confidentiality and complying with OPS client service standards; advising clients of their minimum rights and responsibilities under the applicable legislation, referring more complex queries to appropriate staff member or other source (another ministry, agency); providing clients with Self-Help Kits, reviewing employment standards claim forms submitted and ensuring that necessary information/documentation has been provided; advising clients to status of file/claim from bringing-forward system; forwarding documents to appropriate location, cheques to claimants, processing release forms claimants pick up cheque in person; developing and maintaining program contacts, processing incoming/outgoing mail and courier; providing reception service as required.
4. Maintaining Office Procedure Manual; responsible for sale of publications, maintaining cash float, completing transmittals and deposits as appropriate, point of sale transactions, maintaining integrity of/ordering supplies and information (i.e. fact sheets, hazard alerts, general office supplies); providing input and recommending procedures to support efficient and effective program administration.
5. In a fully automated environment updating and preparing reports, spreadsheets, letters, graphics and other documentation independently or from brief instructions, proofreading to ensure accuracy and quality, using software packages consistent with Ministry information technology platform; compiling data from various systems to produce repost and presentations (standards and specialized) for use by District Manager and staff.

This job description reflects the key responsibilities of the job. Managers have the right to assign additional duties.

Staffing and Licensing :

Keyboarding to Ministry standards.

Knowledge :

Job requires knowledge of government, ministry and office administration policies, procedures and practices to provide support to District Manager and staff. Job requires knowledge of Occupational Health and Safety and Employment Standards program legislation, policies, procedures and activities to provide verbal and written information to general inquiries from ministry staff, public, and knowledge of terminology pertaining to programs to prepare correspondence, reports and presentations accurately. Job requires knowledge of records management and practices. Job requires knowledge of personal computer operation and software consistent with current Ministry information technology platform (Microsoft Outlook, Word, Excel, PowerPoint; use of Intranet/Internet) to produce standard reports, memoranda, presentations with graphics, compile data from various systems (i.e. Employment Standards Case Log, MIS, WSIB and others) for use by District Manager and staff in work planning, program delivery and quality assurance, maintain records. Job requires knowledge of the operation of office equipment such as photocopier, telephone, postage meter and facsimile to photocopy and distribute material, transmit information, address and mail publications. Job requires knowledge of arithmetic to verify accuracy of monthly sub-account produced by the Trust Fund Account, maintain cash float, complete transmittals and deposits.

Skills :

Job requires reasoning and problem-solving skills to: determine extent of information to be provided in response to inquiries/complaints, ensuring confidentiality; determine what matters are urgent and should be given priority when performing a variety of different tasks with conflicting deadlines by prioritizing work based on knowledge of subject matter or by discussing with District Manager and/or Administrative Assistant to determine what matters require referral and to which staff member. Job requires ensuring accuracy of typed material by checking when unsure of content or terminology. Job requires ensuring meeting/travel arrangements to meet staff/schedule requirements. Job requires analytical skills to: determine what information is relevant for program staff when gathering and organizing materials and information; determine the most effective format for materials such as documents and charts. Job requires oral communication skills to provide program information to employers, employees, professionals and the general public, over the phone and in person; coordinate and arrange meetings; book travel arrangements with travel agencies. Job requires written communication skills to write straight-forward letters to inquiries or from brief verbal/written instructions. Job requires interpersonal skills and tact to work in a team environment to provide client services; follow up on urgent calls; deal with inquiries where it is not possible to release information (eg. Investigations/prosecutions) and request information from staff members, and external sources.

Freedom of Action :

Job requires working in accordance with established policies, procedures and methods with freedom to set priorities among own clerical/administrative activities to be completed while adhering to deadlines. Job requires determining whether inquiries can be handled personally or should be referred to another staff member (e.g. F01) making meeting/travel arrangements within schedule and price requirements. Work is periodically reviewed by District Manager or other staff member for accuracy upon completion. Job requires referring to District Manager situations which are not covered by established procedures such as non-routine or urgent queries/contentious issues, questions on difficult typing assignments and terminology, persistent delays on time- limited items.