Administrative & Finance Coordinator

The Information and Privacy Commissioner of Ontario (IPC) is seeking a dedicated Administrative & Finance Coordinator to provide essential support in managing the day-to-day operations of our leased premises. In this role, you will ensure smooth functioning by handling customer service, facilities maintenance, and a variety of administrative tasks, while also serving as backup for reception and finance. Key responsibilities include maintaining efficient systems, ensuring financial accuracy, coordinating office logistics, and fostering a well-organized workplace environment. If you're interested in joining a collaborative and mission-driven team, we encourage you to apply!

The Information and Privacy Commissioner of Ontario is an administrative tribunal responsible for the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Personal Health Information Protection Act (PHIPA) and the Child, Youth and Family Services Act (CYFSA).

Salary: $50,918 to $59,203

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?As an Administrative Officer, you will:

Administrative Support:
• Monitor IPC Admin mailbox.
• Assist with the onboarding and offboarding process for employees, including office tours.
• Set up and manage security access cards using Brivo and Alarm.com; distribute cards as required and update Alarm.com communication list as needed.
• Liaise with Landlord for elevator access cards issuance and updates.
• Maintain and replenish office supplies and beverage supplies to ensure availability.
• Support meeting and event logistics by assisting with on-site and off-site room preparation and clean-up. Purchase refreshments as requested and required.
• Assist with large mail outs and copy counts of reports/binders/materials as requested.
• Manage incoming and outgoing mail services for the IPC, including coordination with courier services.
• Update IPC phone lists and information on InfoGO as needed.
• Distribute Taxi chits and Presto cards as required by IPC staff.
• Supervise monthly on-site shredding and coordinate and supervise annual off-site destruction of records, electronic devices, backup tapes and access cards.
• Provide coverage for Reception during vacation or sick days.
• Performs general administrative and clerical support tasks as needed.

Financial Support:
• Process and deposit cash/cheque payments received.
• Review and reconcile monthly cell phone bills, ensuring accuracy of data plans and provide support to IPC staff on cell phone plan enquiries.
• Provide backup support for invoice approvals via Microsoft Power Automate including download of invoices, staff expense reports approvals, year-end invoice collection if needed.
• Provide backup support for Microsoft Power Automate site content clean up.
• Provide other miscellaneous backup support as required

Facilities Support:
• Updates office floorplans, name tags and assists with office space allocation.
• Direct work of cleaning and maintenance vendors.
• Manage office equipment such as copiers and mail machines, including tracking usage and reporting monthly readings to vendors for billing.
• Coordinate the disposal of surplus office furniture and manage requests for new or replacement items.
• Performs general facilities support tasks as needed.

How do I qualify?Knowledge, Skills and Abilities:You will qualify for this position by demonstrating:

1. Education and Experience
• College diploma, or post-secondary certificate

2. Knowledge Requirements
• Understanding of office equipment.
• Understanding of administrative and clerical procedures and systems.
• Proficient with Microsoft Office Suite or related software.
• Ability to operate a Telephone Switchboard system.

3. Skills and Abilities
• Excellent verbal communication skills.
• Excellent interpersonal and customer service skills.
• Ability to work independently and collaborate as part of a team.
• Able to adapt to sudden business needs/requirements.
• Experience in managing difficult stakeholders and de-escalate challenging situations.

What's in it for you?• A modern organization with a hybrid work model, this position requires an in-office attendance greater than 10 days per month.
• Commitment to continuous learning and developmental opportunities for all its employees.
• Work with an innovative and high performing organization committed to creating a positive organizational culture and highly dedicated to its mission of advancing the privacy and access rights of Ontarians.
• A pension plan program.
• Comprehensive Health Plan, and Life and Disability Insurance.
• Maternity and parental leave top-up benefits.

Notes:• OPS & IPC Reciprocal Staffing Agreement:
o The IPC has a Reciprocal Staffing Agreement with the Ontario Public Service (OPS) that enables IPC employees to apply to positions with the OPS.

• This posting is for an organization that is separate from the Ontario Public Service. The information and tips on the Ontario Public Service Careers website may not apply to this posting. Please use the contact information below to contact the IPC directly if you have any questions about this position.

Application Instructions:Please apply through our website: IPC Ontario

Commitment to diversity, inclusion, accessibility, and anti-racism:We are committed to building a workforce that reflects the communities we serve and promoting 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.

We also believe in the importance of providing services to Ontarians in both official languages and encourage interested bilingual candidates to apply particularly for public facing positions.

Additional Information:

Note:

• This posting is for an organization that is not a part of the Ontario Public Service. The information and tips on the Ontario Public Service Careers website may not apply to this posting. Please use the contact information below to contact the organization directly if you have questions.

Collection of Information

Your personal information is being collected and will be used to determine your qualifications for employment with the Ontario Public Service, and for recruitment modernization initiatives. OPS Careers is an authorized common service in accordance with s. 6 of the Ministry of Government Services Act, R.S.O. 1990, c. M.25 and this collection of personal information is necessary to the proper administration of OPS Careers.

Please do not provide more personal information than what is asked of you. For example, do not include your social insurance number, photograph, or banking information, etc. with your application. We strongly encourage you not to provide us with information beyond that which is requested in the job posting.

If you have any questions about the collection, use, disclosure, or retention of your personal information, please contact us.

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, November 29, 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.

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.

Note: The only website where you can apply on-line for positions with the Ontario Public Service is http://www.gojobs.gov.on.ca