Administrative & Finance Coordinator

3 weeks ago

Toronto, Canada Legislative Assembly Full time

The Information and Privacy Commissioner of Ontario (IPC) is seeking a dedicated Administrative & Finance Coordinator to provide essential support in managing the day-to-day operations of our leased premises. In this role, you will ensure smooth functioning by handling customer service, facilities maintenance, and a variety of administrative tasks, while also serving as backup for reception and finance. Key responsibilities include maintaining efficient systems, ensuring financial accuracy, coordinating office logistics, and fostering a well-organized workplace environment. If you're interested in joining a collaborative and mission-driven team, we encourage you to apply

The Information and Privacy Commissioner of Ontario is an administrative tribunal responsible for the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Personal Health Information Protection Act (PHIPA) and the Child, Youth and Family Services Act (CYFSA).

**Salary: $50,918 to $59,203**
**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.

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?**: As an Administrative Officer, you will:
**Administrative Support**:

- Monitor IPC Admin mailbox.
- Assist with the onboarding and offboarding process for employees, including office tours.
- Liaise with Landlord for elevator access cards issuance and updates.
- Maintain and replenish office supplies and beverage supplies to ensure availability.
- Support meeting and event logistics by assisting with on-site and off-site room preparation and clean-up. Purchase refreshments as requested and required.
- Assist with large mail outs and copy counts of reports/binders/materials as requested.
- Manage incoming and outgoing mail services for the IPC, including coordination with courier services.
- Update IPC phone lists and information on InfoGO as needed.
- Distribute Taxi chits and Presto cards as required by IPC staff.
- Supervise monthly on-site shredding and coordinate and supervise annual off-site destruction of records, electronic devices, backup tapes and access cards.
- Provide coverage for Reception during vacation or sick days.
- Performs general administrative and clerical support tasks as needed.

**Financial Support**:

- Process and deposit cash/cheque payments received.
- Review and reconcile monthly cell phone bills, ensuring accuracy of data plans and provide support to IPC staff on cell phone plan enquiries.
- Provide backup support for invoice approvals via Microsoft Power Automate including download of invoices, staff expense reports approvals, year-end invoice collection if needed.
- Provide backup support for Microsoft Power Automate site content clean up.
- Provide other miscellaneous backup support as required

**Facilities Support**:

- Updates office floorplans, name tags and assists with office space allocation.
- Direct work of cleaning and maintenance vendors.
- Manage office equipment such as copiers and mail machines, including tracking usage and reporting monthly readings to vendors for billing.
- Coordinate the disposal of surplus office furniture and manage requests for new or replacement items.
- Performs general facilities support tasks as needed.

**How do I qualify?**:
**Knowledge, Skills and Abilities**: You will qualify for this position by demonstrating:
1. Education and Experience
- College diploma, or post-secondary certificate

2. Knowledge Requirements
- Understanding of office equipment.
- Understanding of administrative and clerical procedures and systems.
- Proficient with Microsoft Office Suite or related software.
- Ability to operate a Telephone Switchboard system.

3. Skills and Abilities
- Excellent verbal communication skills.
- Excellent interpersonal and customer service skills.
- Ability to work independently and collaborate as part of a team.
- Able to adapt to sudden business needs/requirements.
- Experience in managing difficult stakeholders and de-escalate challenging situations.

**What's in it for you?**:

- A modern organization with a hybrid work model, this position requires an in-office attendance greater than 10 days per month.
- Commitment to continuous learning and developmental opportunities for all its employees.
- Work with an innov

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