Student – Office Assistant

Are you a student or recent graduate looking for an opportunity to build your career over the summer? Are you passionate about making a difference?

The Summer Employment Opportunities program provides opportunities to obtain valuable work experience, gain transferable skills, and build professional networks.

• LEARN: Jump start your career, whether you want to learn business skills, use your French language skills, help out in a lab, or work outdoors. Put the knowledge you've acquired at school into action.
  
• GROW: Enhance your skills and expand your network by working on projects, leading initiatives and sharing your ideas. Transfer the skills you learn to your future school and work experiences.
  
• CONTRIBUTE: In addition to advancing your professional and personal skills, you will also give back to your community. Spend your summer working to support the interests of Ontarians!

Information to assist you with the application process is available on the Summer Employment Opportunities website (opens in a new tab).

This job posting represents multiple positions within different ministries and at various locations across Ontario. Certain cities may be located in distant or remote areas in Ontario and may not be accessible by public transit. Carefully review locations through Google Maps (opens in a new tab) and select ONLY those locations that you are able to travel to and work in. You can select up to 10 locations.

Notes:

• Relocation expenses and/or accommodations are not covered by ministries.
• The number of positions to be filled is approximate and subject to change.
• Please use your legal name when applying to the job ad.

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?

Work Description

Supporting a team on a wide range of administrative functions, you may have the opportunity to work on some or all of the following activities:

• Prepare and organize correspondence, perform data entry and word processing functions, and create a variety of documents.
• Provide customer service assistance by performing reception duties, responding to public and/or internal inquiries, and performing cashier duties (e.g. accurately processing payments and performing basic mathematical calculations).
• Assist with small- and/or large-scale archival/filing projects by following a prescribed set of rules to store or destroy files; use technology to file documents.
• Conduct research, perform analysis, and input data.
• Plan, organize, coordinate, and manage daily assigned work.
• Certain positons provide medical clerical and support services within a Health Care setting

Please note: some student Office Assistants may require you to be a minimum of 18 years old due to operational reasons.

How do I qualify?

Mandatory

You must meet all eligibility criteria by the first day of employment (contracts begin between May and July):

1. Student Status: You must be enrolled in a secondary or post-secondary institution (currently or for the fall semester) OR you must have graduated within the past six months (for example, if you graduated in December, you can apply for and start a summer student position up until June of the following year).
   
2. Age: You must be a minimum of 15 years of age. There is no maximum age limit.
   
3. Residency: You must be a resident of Ontario during the term of employment.
   
4. Work Status: You must be legally entitled to work in Canada. You are also required to have a valid Social Insurance Number (SIN) upon being hired.
   
5. Application: Applications are only accepted online by clicking the "Apply Online" button. Your application should describe how you meet the knowledge and skill requirements outlined on this ad.

Communication and Interpersonal Skills

• You apply your written communication skills to document findings, record data, and prepare a variety of documents (e.g. reports, presentations, meeting minutes, etc.).
  
• You apply your customer service skills and your verbal, written, and active listening communication skills to perform reception duties, respond to phone, email, and in-person inquiries, and provide information to internal clients and/or the public.
  
• You apply your initiative and interpersonal skills to work collaboratively within a multi-disciplinary team.

Technical Skills and Knowledge

• You apply your experience using Microsoft Office applications, such as Word (word processing) and Excel (spreadsheets), as well as databases, email, and the internet to conduct research and prepare a variety of documents.
  
• You apply your knowledge of office administration to accurately process payments and perform basic mathematical calculations.
  
• You accurately track, retrieve, and archive files; you apply your knowledge and/or experience with electronic file and paper management systems to secure, classify, manage, and store documents.
  
• You apply your basic knowledge of records management to ensure the integrity of ministry records is maintained in accordance with ministry standards.
  
• You input data accurately and generate reports, paying close attention to detail.

Analytical and Organizational Skills

• You apply your research and analytical skills to gather, assess, and summarize information, and provide recommendations.
  
• You apply your knowledge of recordkeeping theory and practice to research documents, make connections, and identify those that are to be archived.
  
• You use the internet and other sources to gather and aggregate data, analyze and input data findings, and summarize information.
  
• You apply your planning and organizational skills to collect, organize, review, and verify information/data through review of files, reports, and other means.
  
• You apply your discretion and sensitivity skills when working with confidential information.
  
• You work independently or as part of a team; you plan, organize, and prioritize your work to meet competing deadlines.

Other Summer Opportunities

We offer a variety of job types in diverse career fields. See what other summer opportunities are currently available!
Also, check out all the other student and new professional opportunities offered within the Ontario Public Service.

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, January 15, 2024 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.