Job Specification

Position Title:
Administrative Assistant
Job Code:
09OAD - Office Administration 09
Job ID:

Purpose of Position :

To provide administrative support services to the Director and staff of the Aboriginal Relations Unit (ARU)

Duties / Responsibilities :

In an office where the Director and staff are frequently absent, position performs such tasks as:

1. Receiving and screening all incoming communications and visitors, attaching where required, pertinent background information, routing/directing on own initiative to appropriate staff for action and/or providing information for enquires based on own knowledge, experience or direction of Director.

2. Preparing presentation and other materials (e.g. executive letters, correspondence; briefing notes & reports) utilizing a variety of software packages; edits executive letters and replies prepared by various staff within the ARU to ensure consistency in style and format; composing routine correspondence and/or memos on own initiative or from brief verbal instructions.

3. Facilitating the flow of required documents such as house notes, briefing notes, issues management/forecast plans and/or ministerial correspondence including tracking, expediting, processing and transmitting signed documents within established deadlines, verifying for completeness (e.g. signatures & copies), taking corrective action when required.

4. Maintaining ARU schedule calendars and tracking director/staff to ensure shifting priorities are addressed, approvals received and to deal with all other ad hoc requirements.

5. Assisting in the completion of information requests and projects by obtaining background information including researching data/information sources, obtaining files, compiling/preparing findings, advising on protocols/format required and/or liaising with ministry branches to ensure response co-ordination as required. 6.Entering, updating and correcting information in various manual/electronic data bases and tracking systems (e.g. FNCI, CCM &bf), preparing related reports and reconciling information as required or scheduled including liaising with Aboriginal community officials to obtain and update information.

7. Maintaining Director/branch filing system containing letters, memoranda, reports, minutes, directives and other related documents in accordance with retention schedules; maintaining logs; updating manuals and directories.

8. Coordinating meetings and teleconferences/video conferences logistics including contacting participants, rearranging schedules, preparing agendas, registering participants, taking minutes, making arrangements for travel, food and accommodation; liaising with and/or traveling to Aboriginal communities to organize on-site meetings.

9. Providing administration support duties such as photocopying and collating material, operating office machines, processing/distributing mail, monitoring assets including office supplies and equipment; ordering supplies, equipment and/or services; liaising with suppliers for services, verifying attendance, invoices and travel claims for approval, reconciling monthly statements/reports, co-ordinate information technology support, staff training, office accommodation/renovations and/or office equipment installations.

Note: Managers have the right to assign additional duties.

Staffing and Licensing :

Typing to Ministry standards.

Knowledge :

Job requires knowledge of ARU programs and general knowledge of ministry to respond to enquires or knowing where enquires should be referred.

Detailed knowledge of ministry organizational structure and practices in order to prioritize and facilitate information requests.

Job requires knowledge of OPS office administrative practices, procedures and quality standards normally acquired through progressively responsible positions to perform duties such as maintaining filing systems, processing mail, maintaining bring forward system, performing communication screening duties and making arrangements for travel and meetings.

Job requires knowledge of the operation of ministry fully programmable word processing and computer equipment and related software packages to produce documents, correspondence, forms, presentations, spreadsheets and reports using a variety of features such as formatting and merging text.

Job requires knowledge of ministry and in-house database applications to enter, track update and retrieve information.

Job requires knowledge of the operation of office equipment such as multi-line telephone, computers, photocopier and facsimile to copy material, transmit/exchange information and conduct routine maintenance.

Job requires knowledge of arithmetic to reconcile expense claims, invoices and monthly statements/reports.

Job requires knowledge of Aboriginal culture and decision making process to obtain information, respond to enquires and coordinate meetings.

Skills :

Job requires reasoning and organizing skills to determine what matters are urgent and should be given priority when performing a variety of different tasks with conflicting deadlines and prioritizes work based on subject matter or by discussing with Director or AAU staff.

Job requires analytical skills to determine when and what types of information to release in responding to information requests, enquiries or complaints directly on behalf of and when to refer to Director or AAU staff.

Job requires analytical skills to identify and resolve discrepancies or problems relating to such items as data base accuracy, travel claims or invoices by referring to administrative procedures or guidelines.

Job requires analytical skills to process mail and to determine the most effective way to present material when typing correspondence, reports, presentations and statistical tables and resolve problems by utilizing different layout formats or software packages.

Job requires verbal communication and interpersonal skills to interact tactfully and diplomatically with a wide range of individuals from the general public to senior ministry officials requesting information, clarification, making complaints or when facilitating responses to requests, making/coordinating travel or meeting arrangements.

Job requires written communication skills to prepare and proof read documents such as correspondence, briefing notes and meeting minutes from brief verbal instructions or to respond to general enquires based on program knowledge.

The job requires operation of a fully programmable word processor and touch-typing to Ministry standards.

The job requires the operating of computer software and data base packages such as Word, Excel, PowerPoint and CMC. Ability to travel occasionally and function in remote Northern Ontario locations.

Freedom of Action :

Job requires working under general supervision of Director in accordance with established procedures and methods with access to ministry directives, guidelines, administrative manuals and quality standards.

Job requires initiative in researching and selecting relevant background information when assisting in the completion of projects and information requests determining related to the program's operation.

Job requires determining suitable format for the production of typed documents or presentations, redirection of inappropriate mail and/or enquires and what type of information to release.

Job acts with independence in monitoring, tracking and following up on correspondence action requirements within established quality standards, in maintaining program's filing systems and making travel and meeting arrangements.

Matters not covered by established procedures or guidelines e.g. conflicts in schedules, irregular invoices and potential conflict of interest situations are referred to Director or AAU staff. Lack of initiative and/or poor organization of own work could cause delays and inconvenience to AAU staff and ministry e.g. non action on priority correspondence, meeting rooms not booked, appointments not scheduled and/or Aboriginal participants absent from meetings.

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