ADMINISTRATIVE ASSISTANT

If you are keen to join a high-performance team that assists Indigenous communities in becoming a vibrant part of the provincial economy and the mineral sector, then consider this opportunity with the Indigenous Consultation and Partnerships Branch of the Ministry of Energy, Northern Development and Mines. Demonstrate your strong organizational and administrative skills in a fast-paced environment that emphasizes team work and client connection.

What can I expect to do in this role?

As the Administrative Assistant to the Indigenous Consultation and Partnerships Branch, you will:

• manage the Director's schedule, coordinate meetings and travel arrangements, and provide administrative assistance to the Director, Manager and team members
• review and coordinate responses to incoming requests for information or correspondence, monitor the status of issues and reports, set priorities, establish due dates, and follow up on outstanding requests
• liaise and communicate with Indigenous community officials to obtain and update information
• prepare documents and correspondence for the Director and branch team, including briefing notes, letters and presentations
• maintain manual and electronic filing systems
• provide financial support services by reconciling expense claims, invoices, and monthly statements/reports

How do I qualify?

Administrative and specialized expertise:

• You have demonstrated experience in providing senior level administrative support and knowledge of administrative practices, policies, directives and quality standards to provide a wide range of executive administrative and branch support services (e.g. scheduling, making travel arrangements, record keeping, electronic file management, correspondence preparation and tracking systems, customer service standards, etc.).
• You have knowledge and understanding of Indigenous culture and decision making processes to obtain information, respond to enquiries and coordinate meetings.

Organizational, analytical and problem-solving skills:

• You have well developed organizational, planning and coordinating skills to maintain the Director's schedule, ensure timely preparation of materials, and coordinate branch responses under tight timelines.
• You have the ability to work under pressure to meet deadlines, handle a heavy workload, adapt to changing priorities, and work independently with minimal supervision.
• You have analytical and problem-solving skills to retrieve information, identify and resolve issues and discrepancies, determine urgency and prioritize workload.

Communication and people skills:

• You have strong communication and people skills to interact tactfully and diplomatically with a wide range of colleagues and internal and external clients, including senior executives.
• You have excellent written communication skills to prepare and proofread a wide array of documents such as briefing notes, correspondence and meeting minutes.

Financial knowledge:

• You have experience with financial reporting and ability to reconcile expense claims, invoices, and monthly statements/reports.

Computer skills:

• You are proficient with various computer software including word processing, spreadsheet, presentation, and database applications.
• You have experience working with office equipment to copy materials and transmit correspondence.

Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee's exit will be considered prior to an offer of employment.

Remember: The deadline to apply is Wednesday, November 27, 2019 11:59 pm EST. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.