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Bilingual Administrative Assistant

7 months ago

Toronto, Canada Office of the Ontario Ombudsman Full time

**About the role**

The Ombudsman is an independent, impartial Officer of the Legislature that resolves and investigates complaints about Ontario government organizations, broader public sector bodies (including municipalities, universities and school boards), child protection services, and compliance with the _French Language Services Act_. The Ombudsman recommends solutions to individual and systemic administrative problems, and promotes fairness, accountability and transparency in the public sector as well as respect for French language service rights and the rights of children and youth in care.

The Administrative Assistant will provide administrative support to the Early Resolutions Managers and their staff and, serves as back up to the Records and Archives Technician and Receptionist.

**Responsibilities**
- Prepare and process documents according to Office standards.
- Book transportation and accommodation for staff as and when required.
- Create and maintain schedules for managers upon request.
- Draft standard form letters and correspondence, file documents, and distribute mail and materials to staff.
- Process complainant submissions using the complaint management system.
- Organize mail-out and distribution of reports and materials as and when required.
- Respond to and triage incoming calls and inquiries in a timely professional manner.
- Back-up administrative support and assistance with records and mail as required. Such assistance may include processing new complaint files, making changes to complainant information (at the request of operations staff), responding to requests to retrieve folders, checking for file closures, completing requests to obtain information from the records centre and processing incoming and outgoing mail and courier deliveries.
- Other assigned duties.

**Knowledge and experience**
- At least two years of experience as an administrative assistant providing support at the managerial level in a similar organization.
- Experience working in and providing support within a professional environment
- Hands-on experience working with an information database
- Working knowledge of drafting and formatting correspondence in Microsoft Word, setting up, tracking data, and manipulating Microsoft Excel spreadsheets, preparing and editing presentations in Microsoft Power Point
- Knowledge of government organizations and their administrative processes

**Required skills and competencies**
- Attention to detail with strong editing and proof reading skills
- Ability to prioritize work and multitask
- Takes pride in the efficient functioning of a team and department
- Ability to problem solve typical office environment issues
- Ability to communicate orally and/or in writing in French will be an asset

**_
Our recruitment practices reflect the Ontario Ombudsman’s continuing goal of encouraging a diverse and inclusive workplace._**

**_ Accommodations in accordance with the _**Ontario Human Rights Code**_ will be provided._**

**_ Only applicants selected to participate in the recruitment process will be contacted._