Job Specification

Purpose of Position :

To provide a range of administrative and clerical services, to assigned team(s) and assigned manager(s) across the regional office.

Duties / Responsibilities :

1. Providing word processing services by producing a variety of documents which many include but are not limited to: correspondence, memoranda, reports, charts, contracts, licenses, speeches, contentious issue reports, briefing notes, minutes, FIPPA requests, social invitation summaries, project proposals, newsletters, complex presentation packages and project reports including graphics.

2. Proof reading and editing material to ensure applicable formatting and accuracy of grammar, spelling and punctuation, using various software applications and manipulating stored data as necessary to reformat, update and revise; submitting to appropriate Manager or unit staff for approval and distributing appropriately.

3. Inputting and updating various in-house computer programs/data base information systems which may include but are not limited to: SMIS (for service contracts, budget submissions, licenses), Serious Occurrence Data Base (for Serious Occurrences), FIPPA Data Base (for FIPPA Requests), Adoption/Crown Ward, PACE (for staff directories), OCMS (for correspondence, contentious issues, briefing notes, Feedback Mechanism), WIN (for attendance), IFIS (for travel claims/invoices), etc.

4. Receiving, opening, sorting and distributing incoming electronic mail and hard copy mail, faxes, and internet messages and managing outgoing internal and external distribution of information, mail, scanned documents and faxes, Canada Post and courier, including mass mail outs where necessary; attaching relevant files/background information prior to distribution as appropriate. Management of manual and automated mailing lists (including service provider component of SMIS).

5. Providing reception services by answering internal and external phone calls, greeting visitors and responding to enquiries based on knowledge of Ministry/Regional Office programs/functions/procedures, directing /forwarding phone calls/inquires to appropriate staff.

6. Establishing and/or maintaining unit or section filing system and bring forward system, containing letters, memoranda, reports, minutes, employees' or clients' files to ensure compliance with process deadlines i.e. action and information requests, briefing notes.

7. Maintaining appointment calendars, organizing events, coordinating appointment schedules and making arrangements for travel, accommodation, meetings, conferences, video or teleconferences, luncheons including booking boardrooms and equipment and making hospitality arrangements, preparing agendas and taking meeting minutes.

8. Performing a variety of administrative/clerical tasks such as: preparing and submitting attendance reports, human resources documentation, updating manuals, maintaining petty cash, checking invoices/travel claims, keeping inventory/assets control, ordering supplies, and/or switchboard relief, logging and tracking (i.e. checks, reports, information/action requests), records retention, retrieval of files from storage/archive, photocopying, maintaining office equipment and supplies, identifying and arranging telephone equipment needs.

9. Providing back-up support to other regional office Administrative Assistants during peak work periods, short and long-term absences including Compressed Work Week, breaks, lunch periods, illnesses and vacation.

10. Manager has the right to assign additional duties.

Staffing and Licensing :

Advanced level proficiency in oral and written French language.

Knowledge :

Job requires knowledge of administrative/office procedures and guidelines and practices according to ministry and regional business processes such as: TP budget and reporting cycle, routing and preparing correspondence and issue management (reporting, filing), processing invoices, expense claims, procedures for shredding, shredding confidential documents, establishing and maintaining filing systems, ordering office supplies. Job requires knowledge of various Ministry programs and relevant ministry legislation to respond to general inquires both orally and in writing, or knowing where to refer inquires. Job requires a thorough knowledge of various computer software programs such as Word, e-mail, Windows, PowerPoint, Excel, Outlook, etc to produce letters, memoranda, reports, contracts, chart tables, graphics, spreadsheets, licenses, presentation material by utilizing a variety of features such as formatting, merging, etc. Job requires knowledge to operate office equipment such as photocopiers, scanners, facsimile, and word processing equipment. Job requires knowledge of compilation methods to assemble and format data for reports. Job requires good verbal and written
communication skills in order to be able to provide information or explanations to staff, supervisors, Ministry officials or general public.

Skills :

Job requires reasoning and problem solving skills to determine priorities when performing a variety of different tasks with conflicting deadlines and/or urgency, and to prioritize work based on knowledge of subject matter or by discussing with principles. Job requires good judgment to analyze and search for pertinent information and respond appropriately to a variety of inquires. Job requires analytical skills to determine the most effective way to present materials when creating and formatting correspondence, reports, charts and tables 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, punctuation and sentence structure when typing letters, memoranda, contracts, newsletters and reports. Job requires oral communication skills, tact and courtesy to answer telephones, to greet visitors and to respond to a variety of general inquires about various program areas or to transfer calls to appropriate staff to deal with queries such as: from ADMO, DMO, MO, MPP's, transfer payment agencies, staff in corporate or other offices for information/clarification of issues. Job requires organizational and prioritizing skills to organize and prioritize own workload to ensure that assignments are completed within deadlines and established timeframes. Job requires interpersonal skills to work in a team environment.
Typing skills to a standard. Technical Skills: Job requires knowledge and ability to operate office equipment such as computer, photocopiers, calculators, scanners and facsimile.

Freedom of Action :

Job requires knowledge and ability to operate office equipment such as computer, photocopiers, calculators, scanners and facsimile. Job requires working under general supervision and in accordance with established procedures and methods. Job requires access to administrative procedures and guidelines to make decisions relating to the format and routing of letters, briefing notes, contentious issue reports, action requests e.g. letters sent to clients on behalf of the Ministry and to resolve discrepancies relating to expenditure. Job requires determining the best layout or presentation formats when creating letters, reports, charts. Job requires determining what information is confidential and whether or not it should be divulged when responding to inquires. Job has the freedom to schedule appointments/meetings for supervisor. The work is reviewed by principals for content, accuracy and completeness. Matters not covered by established procedures or guidelines are referred to the supervisor.