Job Specification

Purpose of Position :

To provide a range of bilingual clerical, administrative support, and word-processing services for staff in an Area office.

Duties / Responsibilities :

Working in an area office the incumbent provides a range of duties by: 1) Providing customer service to support Area/district offices by: answering incoming calls and greeting visitors; responding verbally or through self-composed letters to client inquiries and requests for general information regarding ministry programs and services ; referring program applicants, urgent/contentious issues, to appropriate staff. Provides similar services for other ministries served i.e. Ministry of Tourism and Culture, Sport and Ministry of Health Promotion. Customer service support is also provided to collocated ministries in the Ottawa office.

2) Gathering, compiling statistical information for staff use by: recording statistics, inputting program related documents (e.g. mailing lists) into database; recording/distributing staff weekly activity schedules; maintaining ministerial correspondence tracking system and preparing summaries and informational/statistical reports utilizing various spreadsheet and database software;

3) Providing administrative support services such as: organizing and maintaining electronic and manual records/files; monitoring and ordering office supplies; maintaining office equipment including photocopy, facsimile and computer printers by ensuring regular maintenance of equipment is performed; making arrangements for meetings and arranging travel (e.g. booking rooms, arranging catering services), taking minutes at meetings; recording attendance and preparing related reports; processing incoming and outgoing mail, logging, tracking and distributing correspondence, courier and packages. Maintaining an up-to-date records management system; ensuring retention schedules are followed, logs are completed; undertaking archival or disposal of unnecessary records according to ministry requirements and guidelines; retrieving inactive records as requested.

4) Performing clerical accounting activities including processing accounts payables and receivables (i.e. supplier invoices, Purchase Card receipts, Business travel Accounts, employee expense claims) verifying calculations and forwarding to Finance for processing; ensuring adherence to ministry accounting policies and practices and preparing/monitoring budgetary reports.

5) Providing word processing services by producing typed material such as: letters, memoranda, minutes of meetings, reports, correspondence, presentations, graphics; ensuring accuracy of grammar, spelling and syntax as well as proper formats for appropriate signature; manipulating stored data as necessary to reformat, update and revise; composing routine correspondence on own initiative or from brief instructions; preparing documents and packages for presentations.

Staffing and Licencing :

Typing to Ministry standards (50 wpm). Advanced proficiency in oral and written French.

Knowledge :

Job requires knowledge of government, Ministry and branch administration policies, procedures and practices to provide support to the Area/district Offices by: processing accounts payables and receivables and making purchases, following finance/purchasing procedures; establishing and maintaining electronic and hard copy records; and processing attendance. Job requires knowledge of Government administration procedures and branch programs, guidelines, services and activities to provide verbal and written information from ministry staff, general public, and clients in response to general inquiries regarding program guidelines and services. Job requires mathematical knowledge to process invoices and review budgetary reports. Job requires knowledge of personal computer operation and knowledge of software such as word processing, database, and spreadsheet to produce reports, memoranda, presentations with graphics, maintain records and produce financial/statistical reports. Job requires knowledge of own Ministry and general knowledge of other Ministries where co-located to provide general information regarding Ministry programs and services to client inquiries and the general public. Job requires knowledge of working in teams to achieve ministry objectives. Job requires knowledge of the operation of office equipment such as photocopier, scanner, email, voice mail and facsimile to photocopy material, input/retrieve information.

Skills :

Job requires reasoning and problem solving skills to: determine extent of information to be provided in response to inquiries, ensuring confidentiality; determine what matters are urgent and should be given priority when performing a variety of different tasks with conflicting deadlines, determine what matters require referral and to which staff member, especially in dealings with clients. Job requires researching/investigating skills to research various program guidelines and regulations in order to provide clients with accurate information and/or referral to proper agency (e.g. Federal Immigration, passport office, birth certificates, etc.,). Job requires ensuring accuracy of typed material by proof-reading for completeness, spelling, typographical errors, content omissions and format. Job requires analytical skills to: determine what information is relevant for Manager when gathering and organizing materials and information and determine the most effective format for materials such as documents and charts. Job requires problem solving skills to verify accuracy of accounts payables and reconciling amounts to ensure amounts are balanced and comply with ministry/branch accounting procedures. Job requires oral communication skills to: provide information on program guidelines, branch services and processes to clients, community organizations and the general public, over the phone and in person; and to co-ordinate and arrange meetings. Job requires written communication skills to: write routine letters (e.g. requests for information, responding to routine inquiries, arranging meeting schedules agendas,) or from brief verbal instructions. Job requires interpersonal skills, tact and diplomacy to: provide customer services and support to several offices, to liaise with service providers and Head Office, to co-ordinate deadline oriented work being done by Advisors for submission to the Manager. Job requires skills in organizing and prioritizing own workload to ensure that assignments are completed within established time frames and deadlines. Job requires co-ordination skills to make arrangements for meetings and presentations by booking rooms, catering services, arranging travel. Job requires co-ordination skills to distribute ministerial correspondence ensuring response deadlines are met by staff by maintaining a computerized tracking and BF system; co-ordinating weekly staff itineraries and monthly attendance and vehicle reports; as well as co-ordinating databases, mailing lists and office directories. Job requires mathematical and basic accounting skills to process accounts payables (e.g. supplier invoices, expense claims) by checking, verifying calculations and recording in database prior to forwarding to Corporate Resources Branch for payment. Basic accounting skills are required in order to do monthly reconciliation of Purchase Card activities and Business Travel accounts for Managers approval: ensuring adherence to ministry accounting policies and practices. Financial skills are required to assist the Manager to monitor area budgets by providing monthly reports on expenditures for each area and district office. Job requires computer skills including use of software such as word processing, electronic mail, graphics, database, correspondence tracking, project management, and spreadsheet (e.g. Internet, Windows, MS Word, MS Outlook, Excel, MS Project, Lotus Notes) to produce correspondence, reports, memoranda, presentations with graphics by utilizing a variety of features such as formatting, merging and document recall.

Freedom of Action :

Job requires working in accordance with ministry and government administrative policies and procedures and office established procedures and methods for performing administrative activities in an Area Office. Job requires decision making to perform various clerical duties to support the activities of the Area/district Offices including formats/layout for documents such as statistical reports, letters and memoranda, discrepancies on expense claims and vendors invoices, purchasing procedures for replenishing office supplies and resource materials, and maintaining records and statistical listings of office activities. Job requires determining whether inquiries can be handled personally or should be referred to another staff member in the delivery of customer services. Job requires review of the work by the Manager and other staff members for accuracy of typing and calculations. Job requires referring to Manager situations which are not covered by established procedures (e.g. contentious issues, non-routine or urgent queries, questions on difficult assignments and terminology).