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Amended - Administrative Assistant

2 months ago

Newmarket, Canada Ministry of Children, Community and Social Services Full time

Bring your client-focused attitude and excellent organizational skills to this dynamic supporting role, where you'll work with various internal and external stakeholders to facilitate the delivery of community social services in a decentralized regional office setting.

**AMENDMENT**: Please note 1 permanent vacancy has been removed from this posting, therefore the total number of vacancies available through this posting is 1 permanent position and 1 temporary, 12 month position.

**NOTE**:
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?
You will perform a variety of administrative tasks in support of program and operational needs, projects and initiatives, including:

- providing excellent customer service, answering telephone calls, greeting visitors and responding to routine inquires;
- providing a variety of word processing services;
- inputting, updating and coordinating data using a variety of computer software programs/databases;
- providing support for office expenditures tracking and reconciliation;
- receiving, prioritizing and actioning incoming electronic and hard copy mail and arranging courier services;
- maintaining calendars, coordinating schedules and making travel arrangements;
- establishing and maintaining filing systems;
- performing a variety of regional office clerical tasks (maintain manuals, mailing lists and ordering office equipment);
- tracking and logging incoming action and information requests and following up to ensure accuracy and timeliness.

How do I qualify?
Administrative Experience
- You have experience providing office administrative support; you can perform a variety of administrative tasks and are comfortable working in a busy office environment (e.g. maintain tracking logs, process mail, establish/maintain filing systems, coordinate appointment schedules, make travel arrangements).
- You have experience with office purchasing and reconciliation procedures eg. maintaining petty cash, checking invoices/travel claims, etc.

Communication Skills
- You are able to respond to inquiries, exchange and clarify information, and provide ministry or program information.
- You can prepare, proofread and amend a variety of written materials.
- You have effective interpersonal skills to work as part of an administrative support team, direct calls and coordinate meetings with a variety of contacts (staff, corporate contacts, and transfer payment/community agencies, etc.).

Analytical, Organizational and Reasoning Skills
- You can coordinate, edit and proofread correspondence.
- You have experience developing and managing bring forward and filing systems to maintain the safekeeping of information both electronically and in hard copy.
- You can determine urgency and priority and perform a variety of tasks with conflicting and tight deadlines.
- You are able to effectively identify and resolve issues and discrepancies.

Computer and Office Technology Skills
- You have knowledge and experience with computer software programs such as Microsoft Office (Word, E-mail, Windows, Excel, PowerPoint, etc.) and various electronic databases.
- You are able to assemble and format data reports and use databases.
- You can operate equipment such as photocopier, fax, video conference equipment.

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.