Administrative Assistant

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The Victims and Vulnerable Person Division seeks a dedicated contact person for the Victim/Witness Assistance Program (VWAP) to provide clients with program and services information, to provide client assistance by telephone or at the counter, and to provide a full range of administrative services.

NOTE:

The duties of the job will require the successful candidate to travel within the region to perform the duties of the position.

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About the job

In this position, you will:

• respond to and record inquiries;
• refer issues to appropriate staff;
• receive and review incoming files and materials to determine priorities;
• establish and maintain office filing systems;
• input/manipulate data, prepare statistics and routine correspondence;
• maintain reception area/waiting room and office equipment;
• arrange meetings and coordinate appointments; take minutes; and assist in training and orientation

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What you bring to the team

Mandatory requirements

Typing to Ministry Standards (50 WPM)

Administrative and Technical Skills:

• you have an understanding of the Victim Witness Assistance Program services, policies and procedures;
• Knowledge of the practices and procedures of the Freedom of Information and Protection of Personal Privacy Act to provide accurate, non-confidential verbal and written information;
• knowledge of office administration policies, procedures and practices to provide effective administrative services;
• Knowledge of arithmetic to reconcile/resolve travel claims, office expenditures and vendor invoices, to compile statistical program reports

Communications and Interpersonal Skills:

• you can maintain tact, sensitivity and diplomacy to deal with clients who may be emotional, upset or in crisis situations;
• you can provide appropriate front-line customer service and support to provide appropriate information in response to routine and non-routine enquiries;
• you can prepare routine correspondence and proofread written communications for accuracy in content, grammar, spelling, sentence structure, punctuation and format;
• you have the ability to work effectively within a team environment

Analytical, Problem Solving Skills and Organizational Skills:

• you can review incoming mail and court documents;
• you can verify, reconcile and resolve office expenditures and inaccuracies in billing or expenditure reports;
• you can prioritize daily work, to organize information in case files, to maintain, input and revise electronic, manual and bring forward filing systems

Computer Skills:

• knowledge of personal computer and office software operations such as word processing, spreadsheet applications to prepare correspondence, input data etc.
• knowledge of internet and website applications to access information related to general office administration

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Additional information:

Note:

• In accordance with the Ontario Public Service Employment Screening Checks Policy, the top candidate(s) may be required to undergo a security screening check. Please refer to the Additional Information / Address section above to determine the screening checks that are required for this position.
  
  You will be responsible for obtaining the criminal record check at your own expense and provide it, along with your written consent, to the Transition and Security Office (TSO), HR Service Delivery Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional screening checks as indicated in the Additional Information / Address section above that were not obtained directly by you. (Note: If a Vulnerable Sector Screening/Check is required, it must also be obtained in person at your local police service.)
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Screening check records will be maintained by the TSO and kept strictly confidential.
• C-AG-112866/17

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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.