Administrative Assistant

Are you looking for a challenging opportunity to showcase your strong analytical, communication and organization skills in a fast-paced inclusive and respectful environment? We are looking for two dynamic administrative professionals to provide support and coordination to the Directors and staff of the Planning and Programs Branch and the Policy and Partnerships Branch. You will provide coordination and support in areas such as branch budget management, human resources, procurement and other administrative duties.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

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.

What can I expect to do in this role?

You will:

• answer incoming calls and respond to general inquiries
• maintain computerized and manual filing system, ensuring security and easy retrieval
• produce various correspondence such Minister letters and briefing notes
• book meetings, make travel arrangements, schedule appointments and coordinate logistics for meetings
• provide administrative financial support
• manage and reconcile purchasing and travel cards

How do I qualify?

Administrative Skills:

• you have experience scheduling appointments, arranging travel/accommodation, and coordinating meeting logistics
• you have experience establishing and maintaining electronic and manual filing systems
• you have can operate and maintain office equipment (e.g. printers) and order office supplies
• you can process invoices, track expenditures and other financial related duties
• you have demonstrated experience operating various video, audio and teleconferencing equipment for meetings and presentations

Communication and Interpersonal Skills:

• you can provide information on general inquiries from ministry staff, public, stakeholders both in writing and verbally
• you can accurately prepare correspondence, reports and presentations

Organizational and Judgement Skills:

• you can set priorities among own clerical/administrative activities to be completed while adhering to deadlines
• you can make decisions relating to formats for documents such as briefing notes and Minister's letters
• you can determine whether inquiries can be handled personally or should be referred to another staff member

Computer Skills:

• you have knowledge of and experience working with Microsoft Products, Word, Excel, Teams and Outlook in order to produce various documents and reports and schedule meetings

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 Monday, September 26, 2022 11:59 pm EDT. Late applications will not be accepted.

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