0.5 Resource Secretary, 0.5 Residential Secretary

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The Ministry of Education, Centre Jules-Léger School requires a highly skilled and motivated individual to provide secretarial/administrative services to support the delivery of the Resource Services and Residential Services programs.

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About the job

In this role you will:
• Review all incoming mail/letters to assess its importance and prepare routine replies;
• Type a variety of correspondence, reports and proofread documents for accuracy;
• Maintain systems to track correspondence and other documents;
• Take meeting minutes and notes;
• Arrange for mailing, filing and distribution of correspondence/bring forward systems;
• Maintain manager's schedule/calendar, meeting, travel and hospitality arrangements;
• Answer telephone calls, greet students and visitors;
• Prepare expense claims, verify invoices/claims and maintain and order supplies;
• Perform other duties as assigned.

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What you bring to the team

Mandatory Requirements:

• French Language Proficiency at the Superior Level;
• Typing skills at 50 words per minute;
• Knowledge of Langue des signes québécoise (LSQ) to communicate with the Deaf.

Knowledge and Skills:

• Advanced administrative/secretarial experience;
• Thorough knowledge of office/administrative practices and procedures;
• Knowledge of organizational structures, programs, services and clients to ensure a coordinated and efficient flow of information within the office, program and school;
• Excellent communication and interpersonal skills to prepare documents and communicate effectively with staff and visitors;
• Strong organizational and time management skills to multi-task and adapt to change;
• Reasoning skills to prioritize tasks and determine appropriate action on sensitive inquiries;
• Sound judgment, problem-solving, tact and diplomacy;
• Ability to work independently and under pressure to meet deadlines;
• Ability to maintain confidentiality;
• Proficiency using various software programs (including word processing, presentation, spreadsheets and databases).

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Additional information:

Note:

• This ad is also available in French.
• 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.

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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.

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.

Information collection notice

We are collecting your personal information to assess how well you meet the qualifications for employment with the Ontario Public Service, and for related recruitment purposes. The collection of personal information is necessary to the proper administration of OPS Careers, which is an authorized common service in accordance with s. 6 of the Ministry of Government Services Act, R.S.O. 1990, c. M.25.

Please do not include any more personal information than is needed for your application (for example, do not include your photograph or social insurance number).

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