Job Specification
Position Title:
RECEPTIONIST *amended*
Job Code:
07OAD - Office Administration 07
Purpose of Position :
To provide bilingual receptionist and telephone general inquiry services for the Ministry of Aboriginal Affairs. To provide administrative and clerical support to the Communications Services Branch.
Duties / Responsibilities :
1) Answering telephone calls, determining nature of the call and directing to appropriate staff
2) Recording and relaying messages, ensuring timeliness and accuracy
3) Answering general inquiries and providing routine information on the Ministry programs and services
4) Receiving visitor, greeting and identifying the nature of their business/time of appointment, directing to appropriate office or meeting room
5) Opening, date-stamping and logging all incoming mail, hand-delivered materials and courier packages, arranging for courier delivery
6) Typing a variety of documents (eg agendas, letters, memorandum, reports) using computer and word processing tools
7) Proofreading documents prepared – including Minister's and Deputy Minister's correspondence - to ensure accuracy, correct grammar, spelling punctuation and format
8) Photocopying, collating, distributing reports, submissions, briefing notes, etc.
9) Maintaining inventory of all office supplies, ordering supplies as required and liaising with staff to ensure that office supply needs are met
10) Maintaining up to date office lists (organization charts/Cabinet/Deputy lists, etc.), manuals, telephone directories
11) Keeping current in terms of ministry programs, policies and staff structure
12) The incumbent shall, while in the workplace, conduct themselves in compliance with the Occupational Health and Safety Act and Regulations, and any workplace policies, procedures or practices as directed by their immediate supervisor, report any hazards of which they are aware to their immediate supervisor, report all work related injuries and illnesses to their immediate supervisor
Staffing and Licencing :
Position is designated Bilingual - Advanced Oral and Written French
Knowledge :
Knowledge of computer software including word processing, e.g. Word, Excel, database management (e.g. On-line Contact Management System – OCMS system) and electronic mail to prepare documents, conduct searches, gather information for monitoring and reporting on status, and communicate with staff in own ministry and other ministries. Knowledge of telephone systems e.g. Bell Centrex multi-line system, to answer and direct calls coming in to ministry areas. Knowledge of current legal, social and economic issues in Aboriginal affairs and history of Aboriginal peoples in Canada to respond or direct general inquiries Knowledge of ministry/government mandate, regulations, policies and procedures, activities, issues, trends to respond or direct public inquiries. Occupational Health & Safety Act and applicable workplace regulations to maintain a safe workplace.
Skills :
Organizational skills to prioritize work and meet deadlines under pressure. Excellent grasp of grammar, spelling, writing, editing, and corporate writing practices to review and prepare documents including correspondence. Excellent communication, interpersonal, consultative, customer service and verbal skills and an ability to work with a range of clients at all levels within the organization and with representatives of outside organizations. Ability to work in a team environment.
Freedom of Action :
Ability to work within ministry policies, procedures and guidelines to handle inquiries and research/respond in accordance with recognized practices. Ability to make independent decisions in the selection of sources of information and in setting/meeting priorities through regular contact with program area staff and others. The incumbent consults the manager on issues such as lack of adequate information sources, conflicting information on a topic or differing opinions on the approach to a response.