Branch Administrative Assistant

2 weeks ago

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

The Ministry of Children, Community and Social Services, Child Development and Specialized Services Branch is seeking an energetic, well organized individual to provide administrative support in a dynamic, collaborative and fast paced environment.

**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:

- provide administrative support to the Director and management team within the branch
- take direction from and support the Director's Executive Assistant in meeting branch priorities
- perform a wide range of administrative functions to support the branch (e.g. purchase supplies, asset management, prepare financial reports, P-card reconciliation)
- create, organize and send documents using a variety of computer software programs
- ensure that all action requests are logged, routed appropriately and deadlines tracked
- perform records management functions including creating and maintaining electronic and paper-based files and tracking systems
- organize and maintain the Director's calendar

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

- you have experience reconciling travel claims, reviewing invoices and monitoring/reconciling financial transactions within approved budgets
- you can manage daily schedules and calendars of managers and directors, set up meetings and book boardrooms
- you have general HR knowledge and experience with preparing hiring documents, assisting with interview set-up and scheduling etc.
- you have experience and knowledge operating various office equipment such as photocopier and facsimile to copy material and transmit information
- you have knowledge of records management, filing, mail and reception protocols and procedures
- you can support branch meeting planning and agenda setting

**Organizational, Judgement and Analytical Skills**:

- you demonstrate an ability to identify potential/emerging issues and take appropriate action
- you have strong organizational and analytical skills to determine work priorities amongst conflicting demands and are able to meet deadlines
- you are able to proactively identify and propose potential areas of improvement (i.e. business processes)
- you have demonstrated judgment, diplomacy and discretion in the provision of information and awareness/sensitivity with respect to confidentiality and permissibility of releasing restricted information

**Communication and Interpersonal Skills**:

- you have strong oral communication and interpersonal skills to liaise and build relationships with staff, other offices and stakeholders
- you have written communication skills to receive and send messages electronically and to review and edit correspondence, memos, reports, charts, etc.

**Computer Skills**:

- you are proficient with computers and related software including Microsoft Office 365 (e.g. Word, Excel, PowerPoint, Outlook, OneNote, Teams, SharePoint) to prepare a variety of documents, such as letters, reports, spreadsheets, presentation materials and conduct video calls

**Additional Information**:
**Address**:

- 1 Permanent - Full Time, 101 Bloor St W, Toronto, Toronto Region

**Compensation Group**:

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

- 3.7**Category**:

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

- Tuesday, January 17, 2023**Note**:

- T-SS-193446/23

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