Administrative Assistant

The Ministry of the Solicitor General's, Strategic Policy, Research and Innovation Division, is seeking two experienced and highly organized, administrative professionals to provide administrative, financial, and human resources support 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 general financial administrative services by reviewing and verifying expense claims, checking invoices for approval and making adjustments where applicable, complete monthly reconciliation of cost centers with financial reports and branch budgets. - Manage the Director's and managers' schedules (including daily agendas, meetings, etc.) in a fast-paced, high pressure environment. - Prepare documentation, and provide logístical support. - Maintain an efficient records management and filing system, coordinate storage of old files; follow policies for disposition and retention of files; and ensure all files are handled in accordance with the Freedom of Information and Protection of Privacy Act. - Monitor and order office supplies in accordance with purchasing procedures using various vendor of records. - Coordinate logistics for a variety of meetings on-site and off-site including coordinating meeting invites, booking facilities and making catering arrangements. - Coordinate routine correspondence and use the ministry electronic tracking systems. **How do I qualify?**: **Technical Knowledge**: You possess knowledge of: - Administrative systems, procedures, practices and processes to route general correspondence, letters and briefing notes, update asset and inventory control and ensure quality standards are achieved. - Procurement and vendor of record processes to ensure compliance when ordering supplies and services. - Privacy and security principles and practices for correspondence and information assets, including the Freedom of Information and Protection of Privacy Act (FOIPPA). - Office equipment operating procedures to ensure equipment functions properly (e.g. by replacing toner cartridges and paper supplies). **Financial Administrative Skills**: You can: - Plan and coordinate budgets and financial management processes. - Analyze financial procedures for reporting salaries, wages and operating expenditures. - Review and verify expense claims, check invoices for approval, identify variances, and advise senior management when appropriate. - Complete the monthly reconciliation of cost centers and distribute expenditure reports. **Communication, Tact and Interpersonal Skills**: - You are able to use tact and diplomacy to deal with all levels of staff and handle confidential information. - You can resolve complaints and convey information. - You can prepare/edit a variety of documents which includes punctuation and grammar. - You have strong interpersonal skills to listen to information and provide routine direction. - You have teamwork and relationship building skills to maintain good working relationships. **Analytical, Judgement & Problem-Solving Skills**: - You can determine the urgency of inquiries and to discuss with manager as appropriate. - You have ability to resolve office administrative situations and problems. - You can determine the most effective way to present material when typing (ex. correspondence, briefing notes, presentations). **Organizational and Records Management Skills**: - You can establish and maintain electronic and hard copy filing systems for a wide variety of office materials in accordance with ministry/corporate file retention schedules. - You can maintain the integrity of records according to established procedures to meet administrative, operational, Freedom of Information and accountability requirements. - You can provide administrative support and assistance to a number of staff with their own priorities, needs and methods of working. **Additional Information**: **Address**: - 2 Temporary, duration up to 12 months, 25 Grosvenor St, Toronto, Toronto Region, Criminal Record Check **Compensation Group**: - Ontario Public Service Employees Union- Understanding the job ad - definitions**Schedule**: - 3.7**Category**: - Administrative and Support Services**Posted on**: - Wednesday, November 2,