Branch Director`s Administrative Assistant

4 weeks ago


Sault Ste Marie, Ontario, Canada Ombudsman Ontario Full time

Are you an eager administrative professional looking for an opportunity to elevate your career?

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

Positions available:
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?

  • provide advice and administrative support services to the Director, managers, branch staff and more broadly across the division
  • maintain the Director's schedule and coordinate meeting materials receive and respond to inquiries and requests
  • perform finance and accounting duties including reconciling and preparing monthly budget and monthly variance reports
  • provide liaison with other executive offices within the ministry
  • perform records management functions including creating and maintaining files and maintaining an organizational bring forward system
  • identify and resolve a wide range of administrative matters
How do I qualify?Administrative knowledge and experience:You have:

  • experience and knowledge of office administrative practices, policies and procedures
  • ability to provide Director-level administrative support in order to assist in the overall efficient operation of the branch.
  • knowledge of purchasing, finance and accounting to perform a variety of duties (e.g. reconcile expense claims)
  • knowledge of human resources policies and practices in order to liaise effectively with issues in the branch, assist in recruitment processes and other administrative support
Communication and interpersonal skills:
You can:

  • provide information and advice related to administration to staff and clients
  • work effectively with internal and external stakeholders at all levels
  • prepare meeting minutes, documents, correspondence, reports and develop and proofread materials
Organizational, prioritizing, and coordinating skills:
You can:

  • establish and maintain records and filing systems in accordance with OPS records management policies, procedures, and retention schedules
  • balance multiple, competing and time-sensitive demands while meeting deadlines
  • coordinate travel and meeting arrangements for management
Judgement and problem-solving skills:You have:

  • analytical and problem-solving skills to identify administrative issues and provide feedback/recommendations to resolve issues quickly
  • judgment and tact to interact harmoniously with staff and handle confidential material
  • ability to make decisions concerning the release of information when responding to information requests, inquiries
Computer skills:
You are:

  • proficient with computer software applications including word processing, spreadsheets, and email
  • proficient using a wide range of general office equipment and can troubleshoot and resolve problems effectively


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