ADMINISTRATIVE ASSISTANT

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An opportunity exists for a motivated, enthusiastic and well organized individual to provide financial, human resources, clerical and administrative support to the Natural Resources Information Unit, Science and Research Branch.

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About the job

As part of a team, you will work closely with the Branch Financial Officer, Human Resources Advisor and other Administrative Assistants to:

• support a range of administrative, human resources and financial management functions for the sections
• perform various financial tasks such as checking invoices, reconciling expenditures, preparing and reviewing expense claims and financial reports
• organize and log incoming/outgoing mail, manage and maintain filing systems
• arrange meetings and conference calls including recording and composing minutes, preparing agendas, notices, and background materials
• produce a variety of materials such as reports, spreadsheets, minutes and presentations
• provide administrative support in the delivery of workshops and seminars by arranging logistics, preparing handouts and maintaining lists of participants
• perform other assorted administrative duties

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What you bring to the team

Administrative, clerical and financial skills:

• You have knowledge of office administration policies, procedures, and practices associated with administrative, financial, human resources and office management to provide support to section/unit staff.
• You have knowledge of client services practices, telephone operation and etiquette.
• You have arithmetic skills to verify and reconcile expenditures, prepare or review expense claims, maintain financial records and assist in the preparation of unit work plans and budget estimates.
• You have records management and retention experience as well as the ability to accurately maintain filing systems.

Planning and organizational skills:

• You have planning skills to make arrangements for meetings, prepare for training sessions, and workshops, coordinate travel arrangements and organize own workload to ensure priorities are completed within established timeframes.

Interpersonal and communication skills:

• You have well-developed oral communication and customer service skills to convey information, greet and deal with client groups and the general public, using tact and diplomacy.
• You have written communication skills to compose general correspondence, workshop notices, meeting minutes, and check spelling and grammar in correspondence and reports.

Analytical and evaluative skills:

• You have analytical and evaluative skills to determine urgency of issues and enquiries, identify and resolve discrepancies in invoices and expenses, and to determine the most effective way to produce correspondence, reports, charts and tables.

Computer and office equipment proficiency:

• You are proficient with various computer software applications such as word processing, spreadsheets, databases, email, and internet.
• You can operate office equipment such as photocopiers, printers, fax machines, postage meters and ensure they are routinely maintained.

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Additional information:

Note:

• N-NR-112249/17

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Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.