Administrative Assistant

2 weeks ago

Ottawa, Canada Eastern Ontario Regional Laboratory Association Full time
Position Overview

Temporary position until June 30, 2025, approximately.

Provides administrative, coordination, and logistics support and services for EORLA's forensics discipline.

The hiring range for this position is from $30.475/hourly to $35.05/hourly.

  • Please be aware that this position will require exposure to sensitive and highly graphic material.

Responsibilities include:

Office Administration

  • Provides first point of contact for phone and email inquiries – provides information, directs calls and takes messages.
  • Triages and tracks incoming mail and email for response and action.
  • Photocopies, faxes and scans a range of documents and information.
  • Arranges for courier / mail services; distributes documents to outside agencies.
  • Prepares and distributes staffing schedules (on-call, rotation, vacation, teaching), codes and inputs time and attendance data.
  • Sets up email/phone distribution lists.

Coordination and Planning

  • May be required to coordinate arrangements for consults, committees (internal and external), meetings and other events – scheduling, preparing and distributing invites, completing registration, booking rooms, organizing conference calls, arranging for equipment, catering, travel, and accommodation.
  • Coordinates, collects, assembles, uploads, and provides agendas and information packages –reports, research, files and background materials.
  • Arranges interviews (recruitment, appointments); identifies, collects and files or distributes required documentation to support processes.
  • Responds to requests for information or materials from both internal and external stakeholders.
  • May attend meetings and take/distribute minutes to participants.
  • Manages and coordinates calendars - acceptance, prioritization, and updates.

Financial

  • Monitors office and specialized supply inventory.
  • Prepares requisitions and purchase orders.
  • Reviews and prepares or submits invoices for payments.
  • Enters data for budgets, provides variance updates, completes fund transfers.

Documentation and Reporting

  • Prepares, formats and edits a range of documents in multiple different forms (word documents, spreadsheets, presentations) – memos, correspondence, reports, training materials, presentations, spreadsheets, lectures, posters, manuscripts, policies, procedures, research applications, accreditation processes.
  • Creates, or assists with creation, of forms and templates.
  • Maintains tracking systems for documents and deliverables – both hard copy and electronic.
  • Maintains databases and filing systems including file set up, data entry, data validation and archiving.
  • Completes internet searches to identify and retrieve information, reports, publications, etc. to support research and other initiatives.

Communication and Interpersonal Skills

  • Provides first-point of contact and customer service to triage, provide service and information.
  • Interacts across a range of internal and external stakeholders with a focus on the provision of administrative and operational support and the exchange, collection, and dissemination of information.
  • Explains, clarifies, and exchanges process and procedural information.

Complexity and Problem Solving

  • Prioritizes workload where there are competing demands and unexpected deadlines.
  • Triages incoming telephones calls, emails, and in-person visitors where solutions are not always known.
  • Undertakes identification, consolidation and reporting on data - ensures accuracy and validity of coding.
  • Provides ideas and suggestions to improve work processes and productivity.

Accountability and Decision Making

  • Responsible for determining sequencing of work priorities to meet expected deadlines.
  • Verifies accuracy of information prior to data input (e.g. time and attendance) and follows up where required.

Rotation/Shifts

Days, 8 hour shifts (08:00-16:00). For information purposes only - EORLA reserves the right to change.

Basic Requirements

  • Completion of a college diploma in office administration;
  • Minimum of 3-5 years of previous experience in an administrative support function;
  • Ability to exercise a high degree of confidentiality;
  • Ability to deal with sensitive and highly graphic material;
  • Knowledge and experience with office administration practices including time management, document management, scheduling, minutes/transcription, financial support and customer service;
  • Knowledge and experience with office hardware (computers, photocopiers, scanners);
  • Well organized with proven time management skills and multi-tasking ability;
  • Proficient in Microsoft Office 365 Applications (Word, Excel, PowerPoint, Outlook, Teams);
  • Excellent communication and interpersonal skills;
  • Sound problem solving and conflict resolution skills.

As a pre-condition of employment, all new EORLA employees will be required to obtain and provide a satisfactory Criminal Records Check dated within six (6) months from the date of issue.

*Mandatory Vaccination Policy*

Per EORLA's COVID-19 Vaccination Policy, if you are successful in the selection process, an offer of employment is conditional upon presentation of government issued documentation confirming that you have been fully vaccinated with a vaccine that has been approved in Canada. Any individual who cannot be vaccinated on medical grounds or other grounds recognized by the Human Rights Code can request an accommodation.

Please note that with respect to the COVID-19 pandemic, the Ontario Human Rights Commission’s (OHRC) position has been that a singular belief or personal preference against vaccinations and/or masks is not protected on the ground of creed under the Code.

Preferred Qualifications

  • Bilingualism is considered an asset.

Equal Opportunity Employer

The Eastern Ontario Regional Laboratory Association (EORLA) is an equal opportunity employer. Upon request, accommodations due to a disability are available throughout the selection process.

Application Information

Please submit your online application by 11:59 p.m. EST the day the job posting closes. It is mandatory that you provide a thoroughly completed application with all the necessary information to help us determine whether you meet the qualifications as outlined on the job posting. Failure to do so will result in your being screened out of the competition. We thank all those who apply but only those selected for further consideration will be contacted. Thank you for your cooperation and assistance.

Assistante administrative - Médecine légale

Aperçu du poste

Poste temporaire jusqu'au 30 juin 2025, approximativement.

Fournit un soutien et des services administratifs, de coordination et de logistique pour la discipline de criminalistique de l'ALREO.

La fourchette d'embauche pour ce poste est comprise de 30,475$/heure à 35,05$/heure.

  • Il faut savoir que ce poste nécessite d'être exposé à du matériel sensible et très graphique.

Responsabilités:

Administration de bureau

  • Assurer le premier point de contact pour les demandes de renseignements par téléphone et par courrier électronique - fournir des informations, orienter les appels et prendre les messages.
  • Triage et suivi du courrier et des courriels entrants en vue d'y répondre et d'y donner suite.
  • Photocopie, télécopie et numérise une série de documents et d'informations.
  • Organiser les services de messagerie et de courrier; distribuer les documents aux agences extérieures.
  • Préparer et distribuer les horaires du personnel (garde, rotation, vacances, enseignement), coder et saisir les données de temps et de présence.
  • Établir des listes de distribution de courriels et de téléphones.

Coordination et planification

  • Peut être amené à coordonner des arrangements pour les consultations, les comités (internes et externes), les réunions et autres événements - programmation, préparation et distribution des invitations, inscription, réservation des salles, organisation des conférences téléphoniques, prise en charge de l'équipement, de la restauration, des déplacements et de l'hébergement.
  • Coordonner, collecter, assembler, télécharger et fournir des ordres du jour et des dossiers d'information - rapports, recherches, dossiers et documents d'information.
  • Organiser des entretiens (recrutement, nominations) ; identifier, collecter et classer ou distribuer la documentation requise pour soutenir les processus.
  • Répondre aux demandes d'informations ou de documents émanant de parties prenantes internes et externes.
  • Il peut assister à des réunions et rédiger des procès-verbaux ou les distribuer aux participants.
  • Gérer et coordonner les calendriers - acceptation, hiérarchisation et mises à jour.

Finances

  • Contrôler les stocks de fournitures de bureau et de fournitures spécialisées.
  • Préparer les demandes d'achat et les bons de commande.
  • Examine et prépare ou soumet les factures à des fins de paiement.
  • Saisir les données pour les budgets, fournir des mises à jour des écarts, effectuer des transferts de fonds.

Documentation et rapports

  • Préparer, mettre en forme et éditer une série de documents sous différentes formes (documents Word, feuilles de calcul, présentations) - notes de service, correspondance, rapports, matériel de formation, présentations, feuilles de calcul, conférences, affiches, manuscrits, politiques, procédures, demandes de recherche, processus d'accréditation.
  • Créer ou aider à créer des formulaires et des modèles.
  • Gérer des systèmes de suivi pour les documents et les produits livrables, tant sur papier que sous forme électronique.
  • Gère les bases de données et les systèmes d'archivage, y compris la constitution des dossiers, la saisie des données, la validation des données et l'archivage.
  • Effectuer des recherches sur Internet pour identifier et récupérer des informations, des rapports, des publications, etc. afin de soutenir la recherche et d'autres initiatives.

Communication et compétences interpersonnelles

  • Assurer le premier point de contact et le service à la clientèle pour le triage, la fourniture de services et d'informations.
  • Interagir avec un éventail de parties prenantes internes et externes en se concentrant sur la fourniture d'un soutien administratif et opérationnel et sur l'échange, la collecte et la diffusion d'informations.
  • Expliquer, clarifier et échanger des informations sur les processus et les procédures.

Complexité et résolution de problèmes

  • Hiérarchiser la charge de travail en cas de demandes concurrentes et de délais imprévus.
  • Trier les appels téléphoniques entrants, les courriels et les visiteurs en personne lorsque les solutions ne sont pas toujours connues.
  • Procède à l'identification, à la consolidation et à l'établissement de rapports sur les données - s'assure de l'exactitude et de la validité du codage.
  • Apporte des idées et des suggestions pour améliorer les processus de travail et la productivité.

Responsabilité et prise de décision

  • Déterminer l'ordre des priorités de travail afin de respecter les délais prévus.
  • Vérifie l'exactitude des informations avant la saisie des données (par exemple, temps de travail et de présence) et assure le suivi nécessaire.

Rotation/Quarts de travail

De jour, quarts de 8 heures (08:00-16:00). À titre d’information seulement - L’ALREO se reserve le droit de modifier.

Exigences pré-requis

  • Diplôme d'études supérieures en administration de bureau;
  • Minimum de 3 à 5 ans d'expérience dans une fonction de soutien administratif;
  • Capacité à faire preuve d'un haut degré de confidentialité;
  • Capacité à traiter des documents sensibles et très graphiques;
  • Connaissance et expérience des pratiques d'administration de bureau, y compris la gestion du temps, la gestion des documents, la programmation, les procès-verbaux/transcriptions, le soutien financier et le service à la clientèle;
  • Connaissance et expérience du matériel de bureau (ordinateurs, photocopieurs, scanners);
  • Bien organisé, avec des compétences avérées en gestion du temps et une capacité à effectuer plusieurs tâches à la fois;
  • Maîtrise des applications Microsoft Office 365 (Word, Excel, PowerPoint, Outlook, Teams);
  • Excellentes compétences en matière de communication et de relations interpersonnelles;
  • Solides compétences en matière de résolution de problèmes et de conflits.

À titre de condition pré-emploi, tout nouvel employé de l’ALREO doit soumettre un rapport de vérification d’antécédents criminels conforme, et daté de moins de six (6) mois à compter de la date d’émission.

*Politique de vaccination obligatoire*

Selon la politique de vaccination COVID-19 de l'ALREO, si vous êtes retenu dans le processus de sélection, une offre d'emploi sera conditionnelle à la présentation d'un document émis par le gouvernement confirmant que vous avez été complètement vacciné avec un vaccin approuvé au Canada. Toute personne qui ne peut pas être vaccinée pour des raisons médicales ou pour d'autres motifs reconnus par le Code des droits de la personne peut demander un accommodement.

Veuillez noter qu'en ce qui concerne la pandémie de COVID-19, la position de la Commission ontarienne des droits de la personne (CODP) est qu'une croyance singulière ou une préférence personnelle contre les vaccins et/ou les masques n'est pas protégée pour des raisons de croyance en vertu du Code.

Qualifications Souhaitables

  • Le bilinguisme serait un atout.

Équité en matière d’emploi

À l’Association des laboratoires régionaux de l’Est de l’Ontario (ALREO), nous nous engageons à favoriser un milieu de travail accessible, où tous les employés et candidats se sentent respectés. Nous adhérons au principe d’adaptation en milieu de travail. Si vous avez besoin de mesures d’adaptation, à n’importe quelle étape du processus de recrutement et par la suite, veuillez en aviser un membre de l’équipe des ressources humaines et il nous fera plaisir de collaborer avec vous afin de répondre à vos besoins.

Comment postuler

Pour postuler, envoyez votre demande d’emploi au plus tard à 23 h 59 (heure normale de l’Est) le jour de la date de clôture. Pour nous aider à déterminer si vous avez les exigences requises, veuillez fournir tous les renseignements nécessaires. Autrement, votre candidature sera rejetée. Nous remercions tous les candidats qui présentent une demande, mais seuls les candidats sélectionnés seront contactés. Merci de votre collaboration. #J-18808-Ljbffr

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