Administrative Assistant

The Ministry of Natural Resources seeks an organized Administrative Assistant. You will coordinate and provide administrative services to support Section level operations, activities and project initiatives within the Policy Division.

Why work for the Ontario Public Service?

The Ontario Public Service (OPS) is one of the largest employers in the province, employing more than 60,000 people. We have a wide range of meaningful and rewarding career opportunities in communities across Ontario.

We offer:

• A defined benefit pension plan
• Comprehensive Health Plan
• Life and Disability insurance
• Flexible work arrangements
• Collegial and professional work culture
• Career growth and development opportunities across multiple business areas
• On-the-job training to support your success in the role

Note: The OPS currently requires in-office attendance for a minimum of 3 days per week, which is subject to change in the future.

Want to learn more about this opportunity?

Join us for an information session on Thursday September 19, 12 to 12:30 at lunch time where you will have a chance to find out more about the job, the team and the Branch.

Be sure you add this event to your calendar so you don’t miss out!

Join on your computer, mobile app or room device

Click here to join the meeting

Meeting ID: 240 127 824 727

Passcode: HD25L9

Join with a video conferencing device

teams@msteams.ontario.ca

Video Conference ID: 112 020 189 5

Alternate VTC instructions

If you can’t make it – no problem. Attendance at the session is optional and will have no impact on hiring decisions.

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 position, you will:

• coordinate logistical arrangements for meetings, stakeholder events and sessions; set-up and support for Microsoft Teams, videoconferences and teleconferences;
• provide financial administration and processing (e.g. review expense claims, enter invoices using the government’s financial management system, reconcile purchase card monthly statements etc.);
• assist in the administration, processing and tracking of section human resources information/documents (e.g. recruitment, contract renewals, merit increases, vacation schedules, attendance, purchasing card administration, assignment end-dates);
• prepare requests for information technology assets and email accounts; coordinate and maintain equipment inventory;
• format and prepare a range of documents such as correspondence, reports, memos and proposals, contracts, executive letters, spreadsheets, minutes, presentations and briefing notes;
• support the section in ensuring records are properly managed and saved in accordance with approved records retention protocols;
• process incoming and outgoing mail, and courier packages; respond to incoming general calls; monitor and order office supplies; maintain printer and photocopiers;
• provide support on special projects and assignments;
• provide backup support to other Administrative Assistants within the branch and across the division

How do I qualify?

Administrative Knowledge:

• you have knowledge of administrative service principles, methods and practices, to provide effective administrative services;
• you have financial knowledge to support financial administrative services;
• you have experience working with records and human resource documents to provide support to the manager on section records management

Communication and Interpersonal Skills:

• you can respond to general inquiries and provide information with tact and diplomacy;
• you can format and prepare a range of documents (e.g. correspondence, reports, memos and proposals, contracts, letters, spreadsheets, minutes, presentations) from draft/edited documents, and/or verbal or written instructions;
• you can work effectively as part of a team

Reasoning and Organizational Skills:

• you can determine what matters should be given priority when performing a variety of different administrative responsibilities with conflicting deadlines, and to respond effectively to fluctuating work-load demands;
• you can review incoming correspondence and information requests and refer to the appropriate staff member

Judgement and Attention to Detail:

• you can review/proof-read documents for accuracy and completeness and select the appropriate format for the preparation of a variety of documents;
• you can work independently and use your own judgement and initiative to make decisions

Other Essential Skills:

• you are proficient with computer programs to prepare various documents and presentations (e.g. Word, Powerpoint and Excel);
• you can operate and provide basic maintenance of standard office equipment (e.g. printers, photocopiers) to troubleshoot routine issues;
• arithmetic skills to calculate employee attendance, reconcile/balance petty cash expenditures, and check/verify calculations on expense claims and invoices

Additional Information:

Address:

• 1 English Temporary, duration up to 6 months, 300 Water St, Peterborough, East Region

Compensation Group:

Ontario Public Service Employees Union

Understanding the job ad – definitions

Schedule:

3.7

Category:

Administrative and Support Services

Posted on:

Monday, September 16, 2024

Note:

• T-NR-219529/24

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 Monday, September 30, 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.

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