Administrative Assistant

3 weeks ago

Ottawa, Canada Public Health Ontario Full time

**JR100260**

**Union: OPSEU**

**Role Summary**: To provide a range of administrative services to support the operations and services of an assigned unit/department. The Administrative Assistant must be fluently bilingual in both French and English, for both verbal and written services.

**Key Responsibilities**:

- Provides various administrative services to support the programs, services and/or operations of an assigned unit/department.
- Coordinates work flow in support of unit/department programs/services/operations.
- Responds to calls and provides information to contacts regarding program specific administrative processes requiring coordination of information with others to provide services and resolve problems.
- Coordinates administrative matters for the unit/department (e.g. invoice processing, maintaining supply inventory and purchasing supplies and equipment, contracts, PCard reconciliation, human resource forms).
- Arranges scheduling and logistics of meetings Establishes and/or maintains filing and related office systems containing letters, memoranda, reports, minutes, regulatory records, or clients' files.
- Provides word processing, spreadsheet and related services utilizing specialized software/technology to support the delivery of administrative services including searching, accessing, manipulating, verifying and setting up data and maintaining systems.
- Contributes to, and provides input into unit business processes/ procedures.
- Provides back-up support to team members during peak periods, such as data entry or processing of forms and provides coverage for the main reception area as required.
- Performs other duties as assigned.

**Knowledge and Skills**:

- Expertise in Word, Excel and PowerPoint.
- Knowledge of program specific administrative processes, practices, and procedures to provide a range of administrative services in support of service/program delivery.
- Knowledge and skills in the use of various general office and specialized software (spreadsheet, accounts, database management).

**Education and Experience**:

- Completion of a post-secondary secretarial or administrative assistant program.
- Three years' of related administrative support experience.

**Attributes and Competencies**:

- Oral communication and interpersonal skills to respond to calls, liaise with staff across the unit/department/organization.
- Written communication skills to draft responses to inquiries.
- Organizational skills to arrange logistics of meetings, coordinate work flow and coordinate other administrative matters.

**Job Types**: Full-time, Permanent

Work Location: One location

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