Mail and Administrative Support Assistant

3 days ago

Thunder Bay, Ontario, Canada Ombudsman Ontario Full time

We are in need of an energetic, administrative professional with a high degree of initiative to provide a wide range of mail and administrative support services to the Ontario Student Assistant (OSAP) program for the Student Financial Assistance Branch, Ministry of Colleges and Universities.

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?You will:

  • process incoming correspondence and applications forms for completeness
  • process outgoing mail, run print jobs, insert and sort documents, and oversee the preparation of shipment through courier
  • maintain paper and electronic files and retention schedules and make all preparation for off-site storage
  • oversee mailroom operations including production counts, monitoring stock and ensuring databases are up-to date
  • operate mail processing equipment (i.e. scanners, inserters, mail and shipping machines etc.) and perform routine equipment maintenance
  • order, receive and reconcile office supply purchases and track IT assets/records
  • work harmoniously in a team environment
How do I qualify?Specialized Knowledge:
You have:

  • the ability to understand and follow strict Ontario Student Assistance Program (OSAP) procedures, policies and guidelines to review the accuracy of applications, information, forms and to make changes to students' account
  • experience carrying out electronic/hard copy file management to index and store files and label, box and store files according to established records retention schedules
Mail Knowledge and Skills:
You have:

  • knowledge of relevant Canada Post regulations such as requirements for designation of mail into classes to ensure correct postage is affixed
  • knowledge of mailing procedures such as weighing and metering mail, logging registered mail, in order to provide accurate processing
  • knowledge of mail identification and sorting to sort incoming mail into delivery locations and sort outgoing mail by classes and by destination
  • experience with waybills/manifests and can accurately carryout courier shipments
Computer Operation and Scanning Knowledge:
You have:

  • well developed computer skills to quickly adapt to the OSAP Administrative System to locate/find information, forms, applications, complete data entry for student files in person or by phone
  • knowledge of personal computer operations and scanning software and equipment to scan documents and check quality of documents produced
  • ability to acquire knowledge of branch protocols to carry out scanning function, indexing and to sort and collate documents/create cases
Reasoning, Problem Solving and

Analytical Skills:
You have:

  • a high degree of initiative to direct incoming mail, return misdirected mail, confirm addresses, and follow up on orders and lost shipments/mail
  • the ability to exercise diligence and care when processing applications and forms and determine the relevance, accuracy, completeness and consistency with the program regulations
Communication and Interpersonal Skills:

  • You are genuinely courteous and have well developed interpersonal skills to work harmoniously in a team environment
  • You can communicate information politely in a factual manner
  • You have demonstrated ability to work with a diverse public people ministry staff in person or by phone when providing factual information

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