Administrative Assistant

4 weeks ago

Midhurst, Canada Ontario Ministry of the Solicitor General Full time
Effective January 1st, 2024 the salary range for this position is $26.92 to $31.31 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.

Are you a dependable and organized administrative professional with experience processing a large volume of information in a fast-paced environment? Consider joining the Office of the Fire Marshal where you can showcase these skills and be a part of the dynamic provincial fire investigation team

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:
• respond to a rapidly changing administrative priorities according to team activity;
• process investigation reports, producing daily tracking for analysis of service delivery;
• coordinate flow of information, tracking deadlines and conducting follow-ups on action requests system to ensure timeliness & accuracy of information;
• gather and compile information for unit staff use;
• process documentation and review documentation for anomalies;
• respond to internal and external inquiries;
• perform clerical tasks and provide general administrative support;
• maintain word and data processing services and compose routine correspondence;
• establish, query and maintain various databases;
• maintain team attendance records and verify team attendance information in WIN;
• Provide assistance and support to OFM Corporate services as required;
• Operate and maintain office equipment and arrange for a technician when repairs are required;
• Provide administrative back-up support within Fire Investigation Services and Midhurst administrative staff as required.

How do I qualify?Communication and Interpersonal Skills• You can provide general information on program area to technical/fire protection professionals, aligned provincial and federal investigative agencies and the general public over the phone.
• You have the ability to write routine letters to inquiries or from brief verbal instructions.
• You have the ability to respond to inquiries while maintaining the confidentiality of information.
•You have the ability request information from staff members, external specialists, libraries and institutions.

Judgment and Analytical Skills• You have a high degree of flexibility, initiative and adaptability to changing section priorities.
• You have the ability to respond to inquiries while ensuring confidentiality, prioritize your workload in times of urgency and determine what matters require referral and to which staff member.
• You can determine what information is relevant for program staff and how to organize and the best approach to display the materials and information.
•You can ensure confidentiality of personnel and other restricted files, and ensure accuracy of typed material.

Administrative and Financial Expertise• You have the ability to provide verbal and written information to general fire investigation inquiries.
• You have the ability to prepare correspondence, reports and presentations.
• You have knowledge of office equipment and personal computer operation to produce reports, memoranda and presentations.
• You have the ability to prepare expense claims and maintain program financial accounts records.

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