ADMINISTRATIVE ASSISTANT

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.

What can I expect to do in this role?

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

How do I qualify?

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.

Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Remember: The deadline to apply is Tuesday, October 10, 2017 11:59 pm EDT. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.