Apply By: Thursday, July 18, 2024 11:59 pm EDT

Administrative Assistant

Organization:
Ministry of Natural Resources
Division:
Regional Operations Division
City:
Cochrane, Hearst, Kapuskasing
Language of Position(s):
English
Job Term:
1 Permanent
Job Code:
08OAD - Office Administration 08
Salary:
$26.92 - $31.31 Per Hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.
Posting Status:
Open
Job ID:
216200
Do you have highly developed administrative and customer service skills? If so, they will be well utilized as the Administrative Assistant providing critical administrative and business support services to internal and external clients in the Ministry of Natural Resources' Regional Operations Division.

Please Note: Depending on the successful candidate this position can work from any of the following posted office locations:
• 613 Front Street, Hearst, ON
• 122 Government Road W, Kapuskasing, ON
• 2-4 Hwy 11 S, Cochrane, ON

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?

In this role, you will:

• provide administrative support services by preparing, organizing and coordinating meetings, workshops and travel arrangements for staff
• coordinate the preparation and distribution of agendas/background materials and attend meetings to take minutes
• maintain calendar of appointments for the manager
• prepare reports, correspondence, memoranda, graphics, charts, financial/ statistical reports and spreadsheets
• process incoming and outgoing mail
• creating, maintaining and ensuring security of files, archiving files and records according to approved retention
• provide customer service to external and internal clients on ministry policies, procedures and other information
• provide financial administration support through processing financial transactions (e.g. preparing reports, etc.)
• provide administrative support for human resources related procedures, i.e. processing time sheets and forms

How do I qualify?

Reasoning, Time Management and Organizational Skills:

• You have reasoning and time management skills to determine priorities based on various dependencies, conflicting demands and timelines.
• You have organizational skill to handle a variety of work demands, multi-task and coordinate fluctuating workloads, as well as maintain an organized work environment and filing systems.

Communication and Interpersonal Skills:

• You have proven communication skills to proofread and edit documents, explain procedures and legislation, prepare correspondence in verbal or written format.
• You possess tact, diplomacy and interpersonal skills to ensure good internal and external relations.

Computer, Office Equipment and Typing Proficiency:

• You are able to use a computer and spreadsheet, database, presentation, email and internet applications proficiently to input data, produce various documents, maintain records and reconcile reports.
• You are able to operate and maintain general office equipment such as photocopiers, faxes and telephones.
• You are proficient in typing and word processing.

Technical Skills:

• You are able to understand and interpret relevant legislation such as Freedom of Information and Protection of Privacy Act (FIPPA), Occupational Health and Safety Act, collective agreements, financial and human resource policies and procedures.
• You are familiar with office administrative procedures and purchasing.
• You have math skills to review invoices and claims, and resolve discrepancies.

Analytical and Problem-solving Skills:

• You have proven analytical and problem-solving skills to make decisions, determine appropriate action, reconcile reports, resolve discrepancies, and investigate alternatives.

Additional Information:

Address:
  • 1 English Permanent, 613 Front St, Hearst, North Region or 122 Government Rd W, Kapuskasing, North Region or 2-4 Hwy 11 S, Cochrane, North Region
Compensation Group:
Ontario Public Service Employees Union
Schedule:
3.7
Category:
Administrative and Support Services
Posted on:
Thursday, July 4, 2024
Note:
  • E-NR-216200/24

How to apply:

  1. You must apply online.
  2. Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
  3. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
  4. Read the job description to make sure you understand this job.
  5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
  6. If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.
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 Thursday, July 18, 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.

All Ontario Public Service external job advertisements are posted in English and French. To confirm the language requirements of a job, check the "language of position" information at the top of each job ad. For all positions, candidates will be assessed in English, the business language of the Ontario Public Service. For English/French designated bilingual positions, candidates will also be assessed through French-language proficiency testing.

Toutes les offres d'emploi externes de la fonction publique de l'Ontario sont affichées en anglais et en français. Pour connaître les exigences linguistiques, vérifiez les renseignements sur la « langue du poste » figurant dans le haut de chaque offre d'emploi. Pour tous les postes, l'évaluation des candidates et candidats se fera en anglais, la langue usuelle de la fonction publique de l'Ontario. En ce qui concerne les postes désignés bilingues, la maîtrise du français des candidates et candidats sera également évaluée.

The Ontario Public Service is an inclusive employer.
Accommodation is available under the Ontario's Human Rights Code .
Note: The only website where you can apply on-line for positions with the Ontario Public Service is http://www.gojobs.gov.on.ca

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