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Administrative Coordinator

2 months ago

Peterborough, Ontario, Canada Ombudsman Ontario Full time
About the Role

Ombudsman Ontario is seeking an experienced Administrative Assistant to join our Policy Division. As an Administrative Assistant, you will play a key role in supporting the team's administrative functions, ensuring the smooth operation of our office.

Key Responsibilities
  • Coordinate logistical arrangements for meetings, stakeholder events, and sessions, including setting up and supporting Microsoft Teams, videoconferences, and teleconferences.
  • Provide financial administration and processing, including reviewing expense claims, entering invoices using the government's financial management system, and reconciling purchase card monthly statements.
  • Assist in the administration, processing, and tracking of section human resources information/documents, including recruitment, contract renewals, merit increases, vacation schedules, attendance, purchasing card administration, and assignment end-dates.
  • Prepare requests for information technology assets and email accounts, coordinate and maintain equipment inventory, and format and prepare a range of documents, including correspondence, reports, memos, and proposals.
  • Support the section in ensuring records are properly managed and saved in accordance with approved records retention protocols, process incoming and outgoing mail, and courier packages, respond to incoming general calls, monitor and order office supplies, and maintain printer and photocopiers.
  • Provide support on special projects and assignments, and provide backup support to other Administrative Assistants within the branch and across the division.
Requirements
  • Administrative knowledge, including principles, methods, and practices, to provide effective administrative services.
  • Financial knowledge to support financial administrative services.
  • Experience working with records and human resource documents to provide support to the manager on section records management.
  • Communication and interpersonal skills, including responding to general inquiries and providing information with tact and diplomacy, formatting and preparing a range of documents, and working effectively as part of a team.
  • Reasoning and organizational skills, including determining priorities when performing administrative responsibilities with conflicting deadlines and responding effectively to fluctuating work-load demands.
  • Judgement and attention to detail, including reviewing and proof-reading documents for accuracy and completeness, and working independently and using own judgement and initiative to make decisions.
  • Other essential skills, including proficiency with computer programs to prepare various documents and presentations, operating and providing basic maintenance of standard office equipment, and arithmetic skills to calculate employee attendance, reconcile/balance petty cash expenditures, and check/verify calculations on expense claims and invoices.