Administrative Assistant

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This is your opportunity to join the Social Assistance Operations Division to support the delivery of the Ontario Disability Support Progam's Management team.

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About the job

You will perform a variety of administrative tasks such as:
- Receiving, opening, sorting and distributing incoming mail
- Taking minutes during meetings
- Preparing and submitting attendance reports, human resources documentation
- Ordering supplies, completing IT order requests and keeping inventory/assets control
- Updating manuals and mailing lists
- Providing switchboard relief
- Maintaining filing systems and databases (hard copy and electronic),
- Answering phone calls and greet visitors,
- Maintaining calendars, and making travel and meeting arrangements.

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What you bring to the team

Mandatory requirements

Proficiency in oral French at the Advanced level and written French at the Advanced Minus level.

Administrative Support Experience

• You have experience and knowledge of administrative procedures and guidelines to perform a variety of administrative tasks (e.g. maintain tracking logs, process mail, establish/maintain filing systems).
• You can interpret and apply relevant sections of legislation, e.g. ODSP Act, guidelines and related program processes/procedures to respond to inquiries.

Communication and Interpersonal Skills

• You have excellent oral communication skills to respond to inquiries, exchange and clarify information, direct calls and coordinate meetings with a variety of contacts (staff, corporate contacts, and transfer. payment/community agencies, etc.) while demonstrating tact and courtesy.
• You can prepare, proofread and amend a variety of written materials.
• You work well as a member of a team.

Organizational, Prioritization and Problem Solving Skills

• You demonstrate excellent reasoning, prioritization and organizational skills to determine urgency of matters and to prioritize competing demands with conflicting deadlines.
• You identify, analyze and resolve discrepancies and determine what information is appropriate to release when responding to information requests, inquiries and /or complaints.

Computer Skills

• You have experience using computer software programs such as Word, E-mail, Windows, Excel, PowerPoint, etc. to produce letters, memoranda, reports, contracts, charts, tables, graphics, spreadsheets, presentation materials.
• You can use ministry and in-house program specific database systems
• You can operate equipment such as photocopier, fax, and video conference equipment.

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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.
• W-CS-116301/18

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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.