Administrative Assistant to the Director
4 weeks ago
Are you a highly organized and enthusiastic team player looking to showcase your administrative skills? If so, consider this opportunity to make your mark in the Ontario Public Service to support the Strategic Workforce Policy and Programs Branch with the Ministry of Labour, Immigration, Training and Skills Development (MLITSD).
NOTE: This position is required to report to and work from the physical work location a minimum of three days per week. Current hybrid work arrangements are subject to change.
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 role, you will:
• Organize and maintain the branch director's calendar, coordinate meetings by making logistical arrangements including travel arrangements, and booking meeting rooms.
• Provide administrative support to the director and managers by reviewing incoming correspondence, prepare documents such as letters, memos, meeting agendas etc and coordinate document flow and approvals
• Coordinate information and organize office procedures and administrative practices for the director's office
• Provide financial support by reviewing invoices, expense claims and reconciling monthly purchasing card statements
• Establish and maintain electronic filing and records management system.
How do I qualify?Administrative Knowledge and Skills:• Knowledge of office administration policies, procedures and practices to provide administrative support services
• Experience with scheduling appointments and meetings, responding to correspondences and maintaining office supplies and services
• You are able to develop and maintain electronic and manual filing and records management system.
• You have proven financial skills to check invoices, review monthly expense claims, and reconcile purchasing card statements.
Communication and Interpersonal Skills:• Strong oral communication skill and relationship management skills to liaise with internal and external stakeholders.
• You have the ability to communicate effectively with staff at all levels and negotiate meeting timelines
• You have excellent written communication skills to prepare and proofread a wide array of documents with keen attention to details.
• You the ability to determine the need for tact and diplomacy in determining which issues may become contentious, and taking appropriate action.
Organizational, analytical and problem-solving skills:• You have the ability to prioritize and manage a variety of tasks with varying complexities and timelines
• You have good arithmetic skills and attention to detail to check and verify information, and provide administrative financial support
• You have analytical and problem-solving skills to retrieve information, identify and resolve issues and discrepancies, determine urgency and prioritize workload
• You can organize information and manage an efficient bring forward filing system.
Other Essential Skills:• You are proficient in using various software applications such as Microsoft Office Suite of products ( Word, Excel, Outlook, PowerPoint, and database systems) to prepare correspondence, input data and collect information.
• You have demonstrated working knowledge of internet and web-based applications to access information related to general office administration
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