ADMINISTRATIVE ASSISTANT

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Are you a customer-service focused administrative professional who is able to effectively respond to changing priorities? Then consider this dynamic supporting role within the Provincial Highways Management Division.

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About the job

In this role, you will:
- provide word processing services and compose routine correspondence
- maintain the schedule of the Manager of Operations and Manager of Claims and ensure briefing materials required for meetings are available
- provide administrative support to the Operations Office and Claims Office including: maintaining supplies, filing, recording expenditures, track correspondence
- assist in the preparation of reports and presentations
- greet visitors, arrange and set up meetings, and respond to inquiries
- maintain information within electronic and hard copy filing systems
- work effectively within an administrative support team

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What you bring to the team

Knowledge:

- You have knowledge of administrative practices to sort/distribute mail, establish and maintain filing systems, order and maintain office supplies, update asset and inventory control as well as greet visitors and answer/screen and redirect phone calls to appropriate staff/business unit
- You have knowledge of arithmetic and financial processes to calculate employee attendance and reconcile expenditures related to expense claims, purchasing card statements, purchase orders and invoices

Applied Skills:

- You have organizational and time management skills to arrange and coordinate conferences and meetings, make appointments and travel/accommodation arrangements
- You are able to manage and prioritize own workload to meet urgent deadlines and provide effective support as part of an administrative team
- You have strong interpersonal and oral/written communication skills to provide good customer service, to work effectively with other staff and to compose routine letters from brief verbal or written instructions
- You have demonstrated judgment, decision-making and analytical skills to determine priority and forwarding of action items to staff/business units on manager's behalf
- You are able to determine the extent of information to be provided in responding to inquires and assessing confidentiality of information to avoid improper release/disclosure of information and identify and resolve discrepancies

Technical Skills:

- You have advanced knowledge of computer applications, (i.e. Word, Excel, PowerPoint and Database software), to prepare and track correspondence, charts, tables, graphics, spreadsheets, presentation materials, by utilizing a variety of complex features

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Additional information:

Note:

• W-MT-68063/14

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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.