Administrative assistant
The Ontario Public Service based in Toronto, ON, Canada is inviting applications from suitable candidates for the position of Administrative assistant. The Ontario Public Service, department Ministry of Labour, Immigration, Training and Skills Development, focuses on fostering a dynamic workforce and promoting workplace safety. It contributes significantly to a robust and inclusive labour environment, ensuring the prosperity and growth of Ontario’s workforce. Specializing in labour policies, immigration matters, and skills development, it is an important part of Ontario’s labour market. The candidates selected for the vacancy will be required to start the work as soon as possible.
Job Description:
Employer Name: The Ontario Public Service
Department: Ministry of Labour, Immigration, Training and Skills Development
Division: Assistant Deputy Minister’s Office, Operations Division
Position: Administrative assistant
No of Vacancies: 1
Salary: $27.43 to $32.29 Hourly
Compensation Group: Excluded
Category: Administrative and Support Services
Employment Type: Temporary (12 months with possibility of extension)
Location: Toronto, ON, Canada
Address: English Temporary, duration up to 12 months, 400 University Ave, Toronto, Toronto Region
Shifts: Three days per week
Schedule: 3
Job ID: 208085
Job Code: T-LB-208085/23
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates should have standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have experience with various computer applications and considerable experience in the relevant field
Physical Requirements:
- The candidates should demonstrate organizational and time management skills to set priorities and manage senior management’s schedule, with experience working with administrative policies, procedures, protocols, and practices of an executive office
- The candidates should manage the calendar and schedule of the ADM, including booking appointments, determining appointment/meeting request priorities, and rescheduling meetings as required
- The candidates should be capable of prioritizing, coordinating, and organizing their own work in a high-pressure and often time-sensitive environment with competing priorities to meet deadlines efficiently and effectively, the candidates should also be skilled in planning logistics for travel and meetings
- The candidates should have organizational skills to track and maintain a variety of inventories, databases, and records (e.g., INFO-GO, distribution lists)
- The candidates should be capable of drafting and finalizing semi-routine correspondence on their initiative or from brief verbal instructions, develop and proofread materials to ensure accuracy
Other Requirements:
- The candidates should possess demonstrated knowledge of government expense guidelines for travel, purchasing, and hospitality for work-related travel, acquisitions, and meetings, along with knowledge of financial processes and reconciliation activities to perform purchasing functions, process invoices, and reconcile a variety of financial statements and reports
- The candidates should liaise with, discuss, and coordinate office/administrative activities with various internal and external clients, demonstrating strong interpersonal skills, diplomacy, and tact to respond to all inquiries in a courteous and effective manner
- The candidates should work effectively in a team environment, possess strong knowledge of grammar, spelling, sentence structure, and punctuation, and exhibit proficiency in the use of software programs (e.g., IFIS, WIN, Microsoft Office, Outlook, Internet, Online Correspondence, etc.)
- The candidates should have experience with various computer applications to produce a variety of documents, including memoranda, planning documents, executive letters, correspondence, charts, presentations and maintain electronic files, manage electronic mail/calendar, and be familiar with the use of teleconferencing systems
- The candidates should establish and maintain electronic and hard copy filing and bring forward systems, exercise judgment and discretion in handling sensitive and confidential information and requests, and coordinate responses to difficult/contentious issues
- The candidates should demonstrate analytical, reasoning, and practical problem-solving skills to proactively identify and correct problems
Responsibilities:
- The candidates should be able to provide administrative support and coordination to the Assistant Deputy Minister (ADM) and Executive Assistant (EA), including coordinating and maintaining their calendars, scheduling meetings and conferences, and monitoring and updating electronic and hard copy schedules
- The candidates should be able to produce a variety of sensitive and confidential documents, proofreading and editing materials, and developing and preparing the budget, financial forecasts, and various reports
- The candidates should be able to assist in the development of administrative and financial policies and procedures, provide assistance and mentorship to other administrative staff, and coordinate travel arrangements for the ADM and EA
How to apply:
If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through the below-mentioned details.
We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!