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Administrative Coordinator

2 months ago

Peterborough, Ontario, Canada Ombudsman Ontario Full time
Job Summary

We are seeking an organized and detail-oriented Administrative Assistant to join our team at the Ministry of Natural Resources. As an Administrative Assistant, you will provide administrative support to the Policy Division, coordinating logistical arrangements, financial administration, and human resources information.

Key Responsibilities
  • Coordinate 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, and reconciling purchase card monthly statements.
  • Assist with human resources administration, including recruitment, contract renewals, merit increases, vacation schedules, attendance, and purchasing card administration.
  • Prepare requests for information technology assets and email accounts, and coordinate equipment inventory.
  • Format and prepare various documents, including correspondence, reports, memos, proposals, contracts, executive letters, spreadsheets, minutes, presentations, and briefing notes.
  • 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, and respond to general calls.
  • Monitor and order office supplies, maintain printer and photocopiers, and provide backup support to other Administrative Assistants within the branch and across the division.
Requirements
  • Administrative knowledge, including service 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.
  • Strong communication and interpersonal skills, including responding to general inquiries and providing information with tact and diplomacy.
  • Ability to work effectively as part of a team and determine priorities when performing administrative responsibilities with conflicting deadlines.
  • Strong reasoning and organizational skills, including reviewing incoming correspondence and information requests and referring to the appropriate staff member.
  • Ability to work independently and use judgment and initiative to make decisions.
  • Proficiency with computer programs, including Word, PowerPoint, and Excel, and ability to operate and maintain standard office equipment.
What We Offer

The Ontario Public Service (OPS) is one of the largest employers in the province, offering a range of meaningful and rewarding career opportunities in communities across Ontario. We offer a defined benefit pension plan, comprehensive health plan, life and disability insurance, flexible work arrangements, and career growth and development opportunities across multiple business areas.

We are committed to building a workforce that reflects the communities we serve and to promoting a diverse, anti-racist, inclusive, accessible, merit-based, respectful, and equitable workplace. We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities, and expressions.