ADMINISTRATIVE ASSISTANT - 1 Unilingual and 1 Bilingual (English - French)

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Are you a highly efficient individual with excellent organizational and communication skills? If so, then consider this opportunity as an Administrative Assistant where you will apply your excellent administrative and time management skills while working amongst a team across the Northern Region.


Note: The successful candidate may work out of any of the following six (6) office locations within the North Region:

• 159 Cedar St Sudbury
• 200 First Ave West, North Bay
• 435 James St. South, Thunder Bay
• 808 Robertson St. Kenora
• 70 Foster Drive, Sault Ste. Marie
• 5520 Hwy 101 E, South Porcupine

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How we support diversity, inclusion and accessibility

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

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About the job

In this role, you will:
• provide financial administrative support by processing monthly invoices and maintaining petty cash;
• perform office purchasing and asset management functions;
• perform a variety of administrative and clerical task;
• liaise with office staff to ensure daily operational functions run smoothly;
• respond to general inquiries from internal and external clients;
• review and edit external correspondence, grammar and spelling;
• partner with other units to provide meeting support, including breakout rooms, polling and whiteboards
• update and manipulate data in various databases;
• maintain electronic and manual filing systems.

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What you bring to the team

Mandatory Requirement (For the 1 Bilingual Position):

• You must possess oral French language skills at the advanced level. Your proficiency level will be confirmed before hire.

Administrative Skills:

• You have proven experience providing administrative, financial and clerical support.
• You have knowledge of general office procedures, practices and methods including manual and electronic filing systems.
• You are proficient with computers, specifically word processing, Excel, SharePoint, databases, electronic mail and internet software applications.

Customer Service and Communication Skills:

• You have excellent customer service skills and interpersonal skills to liaise with internal and external stakeholders.
• You have strong verbal and written communication skills to compose memos, reports, and draft minutes.
• You are able to use diplomacy and tact in dealing with various stakeholders and sensitive issues.
• You are able to work as part of a team as well as independently to complete tasks with minimal supervision.

Analytical Skills:

• You have proven analytical and problem-solving skills to identify and resolve discrepancies, determine the best way to handle a task, situation, or information request.

Organizational Skills:

• You have strong organizational and planning skills to prioritize a variety of tasks and handle a heavy, diversified workload with conflicting deadlines.

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Additional information:

Note:

• This ad is also available in French.
• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  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 employment 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 employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• N-SS-183205/22

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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.