Administrative Assistant

3 weeks ago

Kingston, Canada Ontario Ministry of Transportation Full time
Are you a customer-service focused administrative professional who is able to effectively respond to changing priorities? If so, consider this dynamic supporting role within the Operations Division where you will provide administrative and business support services to managers and staff.

Note: This position is required to report to and work from the physical work location (1355 John Counter Blvd, Kingston) a minimum of three days per week. Current hybrid work arrangements are subject to change.

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.

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.

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 role, you will:
  • provide administrative support services in a technical engineering environment
  • provide word processing services and compose routine correspondence
  • prepare reports and presentations
  • greet visitors and respond to inquiries
  • maintain information within electronic and hard copy filing systems
  • work effectively within an administrative support team
How do I qualify?
Administrative Knowledge and Skills
  • you can use knowledge of administrative practices to sort and distribute mail, establish and maintain filing systems, order and maintain office supplies, update asset and inventory control
  • you can greet visitors and answer, screen and redirect phone calls to appropriate staff or business unit
  • you can use arithmetic and knowledge of financial processes to calculate employee attendance
  • you can reconcile expenditures related to expense claims, purchasing card statements, purchase orders and invoices
Interpersonal and Communication Skills
  • you can provide good customer service, work effectively with other staff
  • you can compose routine letters from brief verbal or written instructions
  • you have demonstrated judgment, decision-making and analytical skills to determine priority and forward action items to staff or business units on manager's behalf
  • you are able to determine the extent of information to be provided in responding to inquiries
  • you can assess confidentiality of information to avoid improper release or disclosure of information, and identify and resolve discrepancies
Organizational Skills
  • you have organizational and time management skills to arrange and coordinate conferences and meetings, make appointments and travel and accommodation arrangements
  • you are able to manage and prioritize own workload to meet urgent deadlines and provide effective support as part of an administrative team
Computer and Documentation Skills
  • you have advanced knowledge of computer applications, such as: Word, Excel, PowerPoint and Database software
  • you can prepare and track correspondence, charts, tables, graphics, spreadsheets and presentation materials by utilizing a variety of complex features within computer applications

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