Administrative Assistant

2 months ago

Guelph, Canada Ombudsman Ontario Full time
The Victims and Vulnerable Persons Division seeks a motivated person to be the first point of contact for the Victim/Witness Assistance Program (VWAP) to provide clients with program and services information, client assistance and a full range of administrative services in a fast-paced environment.

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 inquiries from clients, justice sector stakeholders, community agencies and Regional Office
• respond to distressed and emotionally upset clients who may be in crisis situations by listening and assessing nature of the enquiry, calming the client and using sensitivity, tact and diplomacy in asking appropriate questions
• establish and maintain office filing systems
• receive and review incoming files and materials to determine priorities
• open, update and close confidential case files and update program manuals in accordance with the V/WAP Policy and Procedures Manual and Ministry retention guidelines and directives
• prepare routine correspondence (example: client contact letters, letters to vendors), reports, spreadsheets, graphs, presentations
• maintain, update and track office expenditures
• reconcile expenses with expenditure reports
• follow up with regional office and vendors to resolve discrepancies and late payment issues
• maintain reception area/waiting room and office equipment such as photocopier and fax machine
• arrange meetings and take minutes, maintain and coordinate appointment calendars for Manager and Program staff
• provide assistance to the Manager in training/orientation sessions for volunteers and students

How do I qualify?Mandatory• Typing to Ministry standards (50wpm)

Administrative Knowledge and Skills:• you have knowledge of office administrative processes practices relating to records and file management, office supplies and office equipment procurement and correspondence control
• you can obtain knowledge and understanding of practices and procedures relating to Freedom of Information and Protection of Privacy Act to provide accurate, non-confidential verbal and written information when responding to general inquiries from clients, Courts, Counsels, community agencies
• you have knowledge and experience with reconciling travel claims, office expenditures and vendor invoices

Communication, Interpersonal and Customer Service Skills:• you can respond to routine and non-routine inquiries from clients, justice sector stakeholders and community agencies with tact, sensitivity and diplomacy
• you can prepare routine correspondence and proofread written communications for accuracy in content, grammar, spelling, sentence structure, punctuation and format
• you can work effectively within a team environment

Analytical, Problem-Solving and Organization Skills:• you have the ability to know when to defer serious client issues, calendar conflicts, irresolvable expenditure reconciliation issues, persistent requests to divulge information of a confidential nature and matters not covered by established procedures and guidelines to the manager for resolution
• you can prioritize and organize information and manage bring-forward filing systems
• you can arrange meetings and maintain appointment schedules and calendars
• you can multi-task to meet service demands
• you can work with multiple stakeholders to develop and maintain systems to ensure coordination and organization of services

Computer and Technical Skills:• you are proficient with various computer software (i.e. Microsoft Office software such as Word, Outlook, Excel and PowerPoint, spreadsheet applications and database systems) to prepare correspondence, input data and collect information for statistical reporting
• you have demonstrated working knowledge of internet and web-based applications to access information related to general office administration

Specialized Knowledge and Skills:• you have knowledge of the criminal justice system and processes including relevant legislation
• you have knowledge of legal terminology in court documents, and meaning of court language
• you have knowledge of community agencies and government organizations that support program clients in order to provide information and act as a point of contact for clients who may be in crisis or in need of emergency assistance
• you have the ability to obtain knowledge of program services, policies, procedures and victim's issues

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