Administrative Assistant

Join our team as an Administrative Assistant! If you're detail-oriented and efficient, apply today!

What we offer:
• training, job shadowing and coaching to ensure you will be successful in the role
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services

Note: These positions are located at the addresses noted at the bottom of the job ad, however alternate work arrangements may be available to work out of:
• 70 Foster Dr., in Sault Ste. Marie
• 6150 Skyline Dr., in Garson
• 95 Ghost Lake Rd., in Dryden
• 1580 Arthur St. W., in Thunder Bay; or
• 300 Water St, in Peterborough

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 exciting role, you'll handle:
• mail processing, maintaining records, and ensuring file security
• providing financial support by processing invoices and preparing budget reports
• creating and editing documents, organizing meetings, and assisting staff with various administrative tasks

How do I qualify?Office Administration and Financial ManagementYou have knowledge of:
• office administration, manual and automated filing systems
• financial administration including purchasing, asset management, and travel policies
• You can process invoices, track correspondence/projects, arrange meetings/travel and maintain supplies.

Communication and Interpersonal SkillsYou have:
• verbal and written communication skills to explain administrative procedures and respond to enquiries
• time management, interpersonal, and organizational skills to support multiple staff members with varying priorities
• listening skills to understand and appropriately respond to requests
• the ability to work independently and manage fluctuating workloads and priorities
• You can review and edit correspondence and maintain tracking systems.

Reasoning, Problem Solving, and Analytical Skills• You can determine priority and urgency based on knowledge of Unit functions and procedures
• You have the analytical skills to resolve discrepancies in invoices and reconcile differences with contractors and suppliers
• You can determine the nature and extent of office machine repairs or replacements and investigate alternatives.

Computer Operations and Software ApplicationsYou have:
• proficiency in computer operations, functions, capabilities, policies, and procedures
• expertise in software applications such as spreadsheets, databases, presentations, and electronic mail
• the ability to format and produce various documents, including spreadsheets, charts, and statistical/financial reports.
• You can maintain computerized records, databases, and systems for the Unit.

Knowledge of Relevant Legislation and Unit PoliciesYou have
• an understanding of the Freedom of Information and Protection of Privacy Act (FIPPA) to manage information disclosure
• knowledge of Unit programs, policies, and procedures to prioritize and process mail, documents, and reports.

Additional Information:

Note:

• E-NR-220520/24(2)

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 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

Apply Online