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administrative assistant

Job Description

Come join the Ministry of the Environment, Conservation and Parks where you will utilize your excellent administrative and customer service skills to staff and management team, ensuring the efficient daily operation of the office.

Position functions within the Drinking Water and Environmental Compliance Division, East Region, which is responsible for protecting and supporting clean air, land and water, including safe drinking water, through provincial oversight and delivery of compliance and enforcement programs.

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

What can I expect to do in this role?

• provide administrative assistance and support to the management team and staff by: maintaining electronic calendars, coordinating and supporting meetings, multi-task tracking systems, asset management, fleet management, ITS services and field and office equipment maintenance;
• provide customer services support and represents the office by responding and referring general inquiries and processing all mail services;
• provide document processing services often of a confidential nature, track and action document flow and approvals;
• implement, maintain and update an electronic file classification system database and records management system used for tracking hard copy and electronic records;
• provide confidential human resources services (e.g. maintenance of human resources information and recruitment support);
• provide services in support of procurement, forecasting and monitoring of financial transactions;
• coordinate, research, retrieve and respond to Freedom of Information and Protection of Privacy Act (FIPPA) requests, using various software;
• cross-trains with other regional and branch Administrative Assistants to provide back-up administrative support

How do I qualify?

Technical Knowledge:

• you have knowledge of financial systems for the verification of reports, purchasing, researching and compiling of statistics for the preparation of operating budgets/forecasts;
• you have knowledge of office administration policies, procedures, guidelines and practices to provide administrative assistance and support services with limited direction;
• you have knowledge of relevant sections of FIPPA required to prepare fee estimates, ensure legislated time frames are met and coordinate FOI requests;
• you have knowledge of directives, guidelines, policies, procedures and practices relating to staffing and position administration to prepare various documents;
• you have knowledge of records management practices, procedures, filing systems and retention schedules

Communication, Interpersonal and Customer Service Skills:

• you can deal with all levels of staff and service providers, to answer telephones, greet visitors, respond to general program inquiries or transfer calls to appropriate staff;
• you can set up and coordinate small and large meetings/events and functions;
• you can compose routine letters such as acknowledgments from brief verbal or written instructions;
• you can proofread material to ensure accuracy in grammar, spelling, sentence structure and punctuation when typing letters, briefing notes, presentations, reports

Analytical, Problem-Solving and Organizational Skills:

• you can assess, identify and analyze the nature of inquiries;
• you can conduct searches and compile information;
• you can coordinate multiple demands, prioritize workload and meet timelines;

Computer Skills:

• you are proficient with a range of computer software including word processing, graphics, presentation and database packages, email, internet, search engines, and conference software

Additional Information:

• 1 Temporary, duration up to 12 months, 300 Water St, Peterborough, East Region

• T-ET-201792/23

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