Administrative Assistant

3 weeks ago

Thunder Bay, Canada Ministry of Natural Resources and Forestry Full time

Are you a highly organized individual with strong administrative skills? If so, here is your opportunity to showcase these skills while performing a variety of duties in a 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?**: In this position, you will:

- provide administrative support services by preparing, organizing and coordinating meetings, workshops and travel arrangements for staff
- coordinate the preparation and distribution of agendas/background materials and attend meetings to take minutes
- maintain calendar of appointments for the manager
- prepare reports, correspondence, memoranda, graphics, charts, financial/ statistical reports and spreadsheets
- process incoming and outgoing mail
- creating, maintaining and ensuring security of files, archiving files and records according to approved retention
- provide customer service to external and internal clients on ministry policies, procedures and other information
- provide financial administration support through processing financial transactions and assisting Financial Officer and Controller as required (e.g. preparing reports, etc.)
- provide administrative support for human resources related procedures, i.e. processing time sheets and forms

**How do I qualify?**:
**Office administrative skills**:

- You have experience in office administration, providing administrative, financial, HR services and office management support, including document retention schedule and file management procedures.
- You have proven math skills to verify and reconcile expenditures, prepare and review expense claims, maintain financial records and assist in the preparation of unit work plans and budget estimates.

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

- You have reasoning and time management skills to determine priority based on various dependencies, conflicting demands and timelines.
- You have organizational skill to handle a variety of work demands, multitask and coordinate fluctuating workloads, as well as maintain an organized work environment and filing systems.

**Communication and Interpersonal Skills**:

- You have proven communication skills to proof read and edit documents, explain procedures and legislation, prepare correspondence in verbal or written format.
- You can exhibit tact, diplomacy and interpersonal skills to ensure good internal and external relations.

**Computer, Office Equipment and Typing Proficiency**:

- You are able to operate and maintain general office equipment such as photocopiers, faxes and telephones.
- You are proficient in typing and word processing.

**Analytical skills**:

- You have proven analytical and problem-solving skills to make decisions, determine appropriate action, reconcile reports, resolve discrepancies, determine urgency of issues and inquiries and investigate alternatives.

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

- 1 Permanent, 435 James St S, Thunder Bay, North Region

**Compensation Group**:

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

- 3.7**Category**:

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

- Friday, February 3, 2023**Note**:

- N-NR-194473/23

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