Administrative Assistant

The Engineering Office is looking for someone who enjoys challenges and is results-driven. You must be highly motivated and demonstrate the ability to use initiative and manage time effectively.

If this sounds like you, please consider this exciting opportunity with the Ministry of Transportation!

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.

What can I expect to do in this role?

In this role, you will:

• provide administrative, general financial and clerical support
• perform a variety of word processing services
• answer telephone calls and respond to routine inquiries
• obtain, open, sort and distribute incoming mail in compliance with established guidelines
• coordinate and maintain correspondence tracking
• make arrangements for meetings, book meeting rooms and schedule appointments
• maintain a filing and records management system

How do I qualify?

Administrative and Financial Skills

• you have proven experience providing administrative and financial support
• you have experience working with financial procedures and processes including budget forecasting
• you have knowledge and experience with administrative and office procedures, practices and guidelines
• you are able to develop and maintain electronic and manual filing and records management system

Organizational, Prioritization and Time Management Skills

• you have effective organizational skills to assess administrative requirements as well as determine and schedule priorities among conflicting demands
• you are able to work independently in a fast paced, high volume team environment with minimal supervision

Analytical and Problem Solving Skills

• you have proven analytical and problem solving skills to analyze and interpret complex financial information and reports
• you are able to identify and resolve discrepancies relating to invoices and updating of financial reports, and ensure accuracy and completeness
• you have problem solving skills to reconcile expenditures and travel claims

Communication and Interpersonal Skills

• you have proven written communication skills to prepare correspondence
• you have well developed communication skills to respond to inquiries and work harmoniously with others
• you understand confidentiality and what information to release
• you understand the need for tact and diplomacy in determining which issues may become contentious, and taking appropriate action

Computer and Office Equipment skills:

• you have well developed computer skills and experience with software applications for word processing, database management, presentations, web browsing, file sharing, email and calendar management.
• you have knowledge and experience with general office equipment such as multi-functional devices, fax machines,

copiers, printers and scanners and the ability to perform routine maintenance (i.e. replace toner, printer cartridges trouble shoot etc).

Additional Information:

Address:

• 1 English Permanent, 659 Exeter Rd, London, West Region
• 1 English Temporary, duration up to 12 months, 659 Exeter Rd, London, West Region

Compensation Group:

Ontario Public Service Employees Union

Understanding the job ad – definitions

Schedule:

3.7

Category:

Administrative and Support Services

Posted on:

Monday, August 19, 2024

Note:

• T-MT-218329/24(2)

How to apply:

1. You must apply online.
2. Your cover letter and resume combined should not exceed five (5) pages. For tips and tools on how to write a concise cover letter and resume, review the Writing a Cover Letter and Resume: Tips, Tools and Resources.
3. Customize your cover letter and resume to the qualifications listed on the job ad. Using concrete examples, you must show how you demonstrated the requirements for this job. We rely on the information you provide to us.
4. Read the job description to make sure you understand this job.
5. OPS employees are required to quote their WIN EMPLOYEE ID number when applying.
6. If you require a disability related accommodation in order to participate in the recruitment process, please Contact Us to provide your contact information. Recruitment services team will contact you within 48 hours.

Please be advised that the results of this competition may be used to form an eligibility list of qualified candidates to potentially fill future vacancies represented by the Ontario Public Service Employees Union (OPSEU). In accordance with the Collective Agreement, eligibility lists are shared with OPSEU representatives. By applying to this competition, you are providing consent that your name may be shared with OPSEU representatives.

All external applicants (including former employees of the Ontario Public Service) applying to a competition in a ministry or Commission public body must disclose (either in the cover letter or resume) previous employment with the Ontario Public Service. Disclosure must include positions held, dates of employment and any active restrictions as applicable from being rehired by the Ontario Public Service. Active restrictions can include time and/or ministry-specific restrictions currently in force, and may preclude a former employee from being offered a position with the Ontario Public Service for a specific time period (e.g. one year), or from being offered a position with a specific ministry (either for a pre-determined time period or indefinitely). The circumstances around an employee’s exit will be considered prior to an offer of employment.

Remember: The deadline to apply is Tuesday, September 3, 2024 11:59 pm EDT. Late applications will not be accepted.

We thank you for your interest. Only those selected for further screening or an interview will be contacted.

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