Calling all Administrative Professionals!Do you have highly developed administrative and customer service skills? If so, they will be well utilized as the Administrative Assistant providing critical administrative and business support services to internal and external clients in the Ministry of Natural Resources, Regional Operations Division.
About the job
In this role, you will:
• provide administrative support services by preparing, organizing and coordinating meetings, workshops and travel arrangements for staff
• coordinate the preparation and distribution of agendas/background materials and attend meetings to take minutes
• maintain calendar of appointments for the manager
• prepare reports, correspondence, memoranda, graphics, charts, financial/statistical reports and spreadsheets
• process incoming and outgoing mail
• creating, maintaining and ensuring security of files, archiving files and records according to approved retention
• provide front-line customer service to external and internal clients/customers on ministry policies, procedures and other information
• provide financial administration support through processing financial transactions (e.g. preparing reports, reconciling purchasing cards etc.)
• provide administrative support for human resources-related procedures, i.e. processing time sheets and forms
What you bring to the team
Administrative knowledge:
• You have knowledge of office administrative practices associated with administrative, financial, HR services health and safety and office management procedures.
• You have math skills to verify and reconcile expenditures, prepare and review expense claims, maintain financial records and assist in the preparation of unit work plans and budget estimates.
Reasoning, time management and organizational skills:
• You have reasoning and time management skills to determine priorities based on various dependencies, conflicting demands and timelines.
• You have organizational skill to handle a variety of work demands, multi-task and coordinate fluctuating workloads, as well as maintain an organized work environment and filing systems.
Communication and interpersonal skills:
• You have proven communication skills to proofread and edit documents, explain procedures and legislation, prepare correspondence in verbal or written format.
• You possess tact, diplomacy and interpersonal skills to ensure good customer service delivery to internal and external relations.
• You have experience collaborating in a team-driven environment to ensure that operational requirements are being met.
Computer, office equipment and typing proficiency:
• You are able to use a computer and spreadsheet, database, presentation, email and internet applications proficiently to input data, produce various documents, maintain records and reconcile reports.
• You are able to operate and maintain general office equipment such as photocopiers, faxes and telephones.
• You are proficient in typing and word processing.
Analytical and problem-solving skills:
• You have proven analytical and problem-solving skills to make decisions, determine appropriate action, reconcile reports, resolve discrepancies, and investigate alternatives.
Don't meet every qualification?
If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!
How we support diversity, inclusion and accessibility
We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.
Our hiring process is accessible, consistent with Ontario's
Human Rights Code and the
Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer
accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please
contact us.Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:
What we offer
The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province. We offer:
• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups
This role comes with a comprehensive compensation and benefits package that includes:
• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services