Do you thrive in a fast-paced environment? Are you known for your excellent attention to detail and organizational skills? If so, then consider this opportunity to join the administrative team in the Capital and Business Support Division within the Ministry of Education to support the delivery of infrastructure for schools and child care along with other school operational files.
As part of a collaborative administrative team, you will provide a wide variety of complex administrative and clerical support to assigned divisional branches. You will work closely with the other administrative team members in the coordinated delivery of administrative and program support services to divisional directors and managers including corresponding with sector stakeholders.
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.
About the job
You will:
• provide administrative support to the assigned Director(s) and to branch staff
• support the preparation and distribution of e-correspondence, memos, reports and presentations
• upload, monitor and track documents in the ministry correspondence tracking system
• provide support on recruitment activities
• maintain inventory ((e.g., IT, office equipment, multi-functional devices, etc.)
• use/maintain correspondence tracking systems and monitor the flow of information/material in and out of the Director's Office
• coordinate administrative requirements for large meetings and stakeholder events, including making travel and hospitality arrangements
• answer inquiries and greet visitors to the office
What you bring to the team
Administrative Knowledge and Skills:
• you have knowledge of office practices and administrative procedures (e.g. filing, correspondence and information management, reconciling expense reports) to provide support services to the branch
• you have experience working with procurement and vendor of record processes to ensure compliance when ordering supplies and services
• you have demonstrated experience and knowledge of office equipment operating procedures (e.g., photocopier, facsimile, printers, projectors, etc.) to ensure equipment functions properly (e.g., by replacing toner cartridges and paper supplies)
• you have an understanding of privacy and security principles and practices for correspondence and information assets, (e.g. Freedom of Information and Protection of Privacy Act (FOIPPA))
Communication and Interpersonal Skills:
• you can communicate clearly to respond to inquiries, direct callers and share information
• you can compose general correspondence and check for spelling/grammar/format
• you can maintain good working relationships especially when dealing with very tight deadlines
• you can convey information, using tact and diplomacy to deal with all levels of staff and in responding to inquiries and resolving complaints/issues
Analytical and Problem-Solving Skills:
• you can determine urgency of matters/inquiries/processes and give priority based on knowledge of subject matter or by discussing with supervisor/team staff
• you have good attention to detail to identify errors/discrepancies
• you can determine the most effective way to present material when typing correspondence, briefing notes, presentations, reports, charts, and tables and to resolve problems by trying different layout formats or software applications
Organization, Time Management and Reasoning Skills:
• you can use good judgement and reasoning skills to identify urgent issues, determine appropriate responses
• you can provide administrative support and assistance to a number of staff with their own priorities, needs and methods of working
• you can determine what matters should be given priority when performing a variety of different tasks with conflicting deadlines
Computer Skills:
• you are proficient with computer software programs (e.g., word-processing, data base, electronic mail, spreadsheet applications, financial applications) to create, process and maintain a variety of documents and administrative records, input and retrieve data, tracking expenditures and maintain electronic filing systems