Bring your strong office administration skills and knowledge into an executive office environment where you will provide confidential support and administrative and financial services to the Assistant Deputy Minister's Office, Operations Division.
NOTE:
• This position is required to report to and work from the physical work location 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.
About our job
In this role, you will:
• provide administrative support and coordination to the Assistant Deputy Minister (ADM) and Executive Assistant (EA)
• coordinate and maintain the ADM's and EA's calendars
• schedule meetings and conferences
• monitor and update electronic and hard copy schedules
• produce a variety of sensitive and confidential documents
• proofread and edit materials
• develop and prepare the budget, financial forecasts and various reports
• assist in the development of administrative and financial policies and procedures
• provide assistance and mentor other administrative staff
• coordinate travel arrangements for the ADM and EA
How do I qualify?
Judgment, Analytical, Organizational and Problem-Solving Skills:
• You have demonstrated analytical, reasoning and practical problem-solving skills to proactively identify and correct problems.
• You can manage the calendar and schedule of the ADM including booking appointments, determining appointment/meeting request priorities, re-scheduling meetings as required.
• You can prioritize, coordinate and organize own work in a high pressure and often time sensitive environment with competing priorities to meet deadlines efficiently and effectively.
• You can plan logistics for travel and meetings.
• You can establish and maintain electronic and hard copy filing and bring forward systems.
• You use judgment and discretion to handle sensitive and confidential information and requests; coordinate responses to difficult/contentious issues.
• You have organizational skills to track and maintain a variety of inventories, databases and records (e.g., INFO-GO, distribution lists).
Administrative Support Experience:
• You demonstrate organizational and time management skills to set priorities and manage senior management's schedule.
• You have experience working with administrative policies, procedures, protocols and practices of an executive office.
• You have demonstrated knowledge of government expense guidelines for travel, purchasing and hospitality for work related travel, acquisitions and meetings.
• You have demonstrated knowledge of financial processes and reconciliation activities to perform purchasing function, process invoices, and reconcile a variety of financial statements and reports.
Interpersonal, Oral and Written Communication Skills:
• You can to draft and finalize semi routine correspondence on own initiative or from brief verbal instructions.
• You can develop and proofread materials ensuring accuracy.
• You can liaise with, discuss and coordinate office/administrative activities with various internal and external clients.
• You have strong interpersonal skills, diplomacy, and tact to respond to all inquiries in a courteous and effective manner.
• You can work in a team environment.
• You have strong demonstrated knowledge of grammar, spelling, sentence structure, and punctuation.
Computer/Technical Skills:
• You are proficient in the use of software programs (e.g.: IFIS, WIN, Microsoft Office, Outlook, Internet, Online Correspondence etc.) You have experience with various computer applications to produce a variety of documents including memoranda, planning documents, executive letters, correspondence, charts and presentations
• You can maintain electronic files and manage electronic mail/calendar.
• You can use of teleconferencing systems.
