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Administrative Support Clerk

3 months ago

North Bay, Canada Ministry of the Solicitor General Full time

As part of a collaborative administrative team, we are seeking your superior organizational and interpersonal skills to provide a wide variety of complex administrative and clerical support to a large team with multiple work streams.

**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 part of the division responsible for providing advice, analysis and recommendations on modernizing the ministry, you will:

- Plan and coordinate the branch budget and financial management processes and analyze expenditures to identify variances, take corrective action and advise senior management.
- Manage the team's schedules (including daily agendas, meetings, teleconferences, conferences and other events) in a constant state of changing priorities and high pressure.
- Coordinate logistics for a variety of meetings on-site and off-site.
- Monitor and track documents in the ministry correspondence tracking system for packages submitted to ADMO, Associate DMO, DMO and MO.
- Produce routine correspondence and prepare a variety of documents/reports involving typing, formatting, editing and finalizing materials (e.g., correspondence, reports, briefing/House notes, minister's letters, memos, presentations, meeting minutes).
- Provide reception services and establish and maintain electronic and hard copy filing systems.
- Maintain the integrity of records according to established procedures (i.e. FIPPA).
- Support ADMO HR and administrative recruitment activities (i.e interview scheduling, logistics).

**How do I qualify?**:
**Knowledge and Administrative Skills**:

- You have demonstrated knowledge and experience with administrative systems, procedures, practices to support an Executive office and route general correspondence, Minister's letters and briefing notes as well as provide full administrative tasks.
- You have knowledge of government procurement and vendor of record processes to ensure compliance when ordering supplies and services.
- You have general knowledge of privacy and security principles and practices for correspondence and information assets, including the Freedom of Information and Protection of Privacy Act (FOIPPA).
- You have knowledge of office equipment operating procedures (e.g. photocopier, facsimile, printers, projectors, etc.).

**Teamwork, Relationship building and Interpersonal Skills**:

- You have the ability to maintain good working relationships with senior executive office staff.
- You can engage all levels of staff across the division especially when dealing with very tight deadlines.

**Time Management, Organizational and Analytical Skills**:

- You can determine urgency of matters and perform a variety of different tasks with conflicting deadlines.
- You can prioritize work and resolve office administrative situations and problems.
- You can determine the most effective way to present material.

**Communication and Diplomacy Skills**:

- You can convey information, using tact and diplomacy to deal with all levels of staff.
- You can provide and retrieve information from staff and compose general correspondence and to check spelling/grammar/format in correspondence.

**Computer Skills**:
**Additional Information**:
**Address**:

- 1 English Temporary, duration up to 12 months, 200 First Ave W, North Bay, North Region, Criminal Record Check

**Compensation Group**:

- Ontario Public Service Employees Union- Understanding the job ad - definitions
- **Schedule**:

- 3-7**Category**:

- Administrative and Support Services**Posted on**:

- Wednesday, June 26, 2024**Note**:
Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.

A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will