Amended - Administrative and Contract Monitoring Assistant

Amendment: Effective January 1st, 2024 the salary range for this position is $28.14 to $32.82 per hour in compliance with OPSEU Unified Bargaining Unit collective agreement provisions. The new rates, effective retroactive to January 1, 2024, were recently confirmed and dates for implementation of the new salary rates are still to be determined.

Fort William Historical Park (FWHP) is seeking a proactive and detail-oriented administrative professional to provide essential support to our General Manager and management team. This role involves handling administrative tasks, managing contracts, and facilitating seamless communication between various stakeholders. Don't miss out on this exciting opportunity in Thunder Bay!

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:
• act as the primary point of contact for the General Manager, handling phone calls, scheduling meetings, and handling inquiries from senior ministry staff.
• respond promptly to inquiries, track customer service complaints, and address visitor care issues, ensuring a high level of satisfaction.
• conduct research, compile information, and coordinate meetings, conferences, and presentations, ensuring all materials are prepared and distributed efficiently.
• manage correspondence for management, including drafting, prioritizing and tracking responses
• organize and maintain the General Manager's electronic calendar, schedule meetings, coordinate travel arrangements, and manage logistics for meetings and events.
• assist in contract management tasks, including overseeing legal agreements and ensuring compliance with copyright and trademark regulations.

How do I qualify?

Mandatory

You have a valid class G drivers licence as recognized in the province of Ontario.

Analytical, Problem Solving, and Organizational Skills:

• you have demonstrated analytical skills to monitor and follow up on outstanding approvals or requests
• you can respond to unexpected visitor care issues, reschedule conflicting priorities, or last minute changes
• you can monitor contract management functions, review documentation and partner contract obligations for accuracy and timelines

Communication and Interpersonal Skills:

• you can facilitate communication between the General Manager's office and the ministry offices, represent the General Manager's office to various stakeholders, and provide customer services to management, staff and visitors
• you can compose memos, correspondence, letters and email to ministry staff and external clients

Evaluative and Research Skills:

• you can identify and refer issues to the General Manager and/or Managers
• you have experience reviewing materials for completeness, accuracy and format
• you have demonstrated research skills to compile background materials, files and relevant materials in support of FWHP meetings and activities

Knowledge:

• you have the ability to obtain knowledge of Fort William Historical Park programs, events, policies, and procedures
• you have the ability to obtain knowledge of ministry and FWHP administrative policy, procedures and guidelines, including human resources procedures
• you have demonstrated knowledge of contract management, tendering, and the administration of legal contracts
• you have demonstrated experience with the Microsoft Office suite of software (e.g. Outlook, SharePoint, Excel, Word)

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 Friday, April 19, 2024 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.