Administrative Assistant

3 weeks ago

Toronto, Ontario, Canada Ombudsman Ontario Full time

The Ministry of the Attorney General requires a highly organized and proactive individual to provide full administrative assistance to Managers and/or Deputy Directors in the Crown Law Office-Civil Division.


The Branch:
Crown Law Office - Civil (CLOC) is responsible for providing litigation and advisory services to various government bodies. CLOC has close to 100 counsel and opens on average 1,300 new files a year.

The members of the advisory services group act as solicitors for the ministry of the Attorney General and also provide legal advice to other ministries and agencies on a broad spectrum of legal issues with government-wide significance.

Counsel in the litigation services group provide legal representation of the Crown, its ministries, agencies, boards and commissions in a wide variety of matters involving issues of public importance in all levels of courts.


Note:
There is one temporary position available for 12 months with possible extension. This position could entail working with Managers or Deputy Directors.

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:

  • Provide secretarial, administrative and clerical support services to Managers and/or Deputy Directors.
  • Prepare, update and coordinate the production, approvals and distribution of human resources, administrative and financial documents.
  • Provide assistance with coordination of facilities and accommodation requirements for the office.
  • Organize, track and schedule meetings and office events as required by management.
  • Track and schedule managers' schedules.
  • Provide backup support for the receptionist and other administrative assistants as required.
  • Maintain filing systems.
  • Respond to or redirect inquiries as required.
How do I qualify?Essential Skills and Knowledge

  • You can obtain knowledge and understanding of the Crown Law Office - Civil's role, objectives and activities.
  • You have knowledge of and experience with secretarial functions, administrative methods and established internal office procedures.
  • You have knowledge of administrative, human resources and basic accounting policies, guidelines and procedures.
  • You are proficient with standard software applications such as Word, Excel, PowerPoint, Adobe Acrobat, and MS Forms to produce, track or create correspondence, summary reports, spreadsheets, and statistical reports.
  • You can operate and maintain office equipment such as photocopiers, facsimiles, printers, and binding machines to copy, fax, print and bind material/information.
  • Typing to 50 wpm.
Communication and Interpersonal SkillsYou can:

  • Provide quality and timely service to internal and external clients (example: senior management, counsel, staff and vendors).
  • Work independently with minimal guidance.
  • Work with a high degree of tact, initiative and judgement when dealing with staff or handling confidential human resources information.
  • Draft or compose letters for managers, or emails to staff regarding administrative or procedural changes.
Organization and Problem-Solving SkillsYou can:

  • Coordinate the activities and maintain the filing systems.
  • Set priorities to meet conflicting demands.
  • Work in a high pressure environment.
  • Produce work accurately and in a timely fashion.
  • Gather information to assess the concern and urgency of the problem.

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