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administrative assistant

Job Description

Amendment: Application deadline extended.

Are you an administrative professional with excellent organizational and communication skills? If so, consider this opportunity with the Ministry of the Solicitor General, Correctional Services, Northern Region Office to showcase your superior administration skills.

NOTE: Remote and flexible work arrangements will be discussed, travel within the North region will be a regular requirement for the role

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

What can I expect to do in this role?

• provide a full range of administrative support services to the Regional Director's and Deputy Regional Director's Office
• draft and review a variety of material such as confidential correspondence, committee submissions, summaries and reports and follow up to ensure deadlines are met
• coordinate meetings by contacting participants and preparing agendas, handouts and presentation material
• maintain the Director's appointments and coordinate travel arrangements
• establish and maintain efficient filing and correspondence tracking systems
• log and screen incoming office mail and ensure that it is distributed appropriately
• liaise with internal staff and external agencies regarding information requests and correspondence
• provide back up support for reception

How do I qualify?

Office Administration Experience

• you have knowledge and experience with office procedures to provide administrative support to the Regional Director's Office
• you can ensure established correspondence processes/formats are used, materials are proofread and appropriate approvals are obtained
• you have experience maintaining efficient and confidential filing systems and adhering to record retention schedules

Communication, Interpersonal and Customer Service Skills

• you have proven interpersonal skills to liaise tactfully with various levels of internal staff as well as external agencies
• you have oral communication skills to respond to phone calls and provide information on behalf of the Regional Director
• you have written communication skills to compile background information and compose and edit a variety of confidential material such as correspondence, responses to queries, reports and summaries

Organizational and Time Management Skills

• You have proven time management skills to effectively complete multiple competing tasks within tight timeframes
• you can log and screen incoming requests to determine priority, deadlines, content and confidentiality as well as refer issues to appropriate staff for action
• you have reasoning and problem solving skills to resolve competing priorities and conflicting meetings, frequently without consultation

Analytical Skills and Demonstrated Judgement

• you are able to assess the urgency of issues and determine appropriate action
• you can maintain strict confidentiality, as needed
• you have demonstrated attention to detail in order to review documents and correct errors
• you have analytical skills to extract relevant information for meetings and briefings

Computer Skills

• you have experience using general office equipment and technologies
• you are proficient with software programs such as MS Word, Excel, PowerPoint, Outlook, etc. and can navigate the internet/intranet to obtain information
• you have experience using complex databases, correspondence management systems, and Integrated Financial Information System (IFIS)

Additional Information:

• 1 Temporary, duration up to 12 months, 200 First Ave W, North Bay, North Region, Criminal Record and Judicial Matters Check, Credit History Check, Local Police Databases Search, PIP/NICHE/RMS

• In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.
  
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.
  
  A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
• T-CL-197961/23

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