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Administrative and Client Services Assistant - Bilingual (English and French)

October 26 2021
Categories Administrative, Clerical, Administrative assistant, Executive Assistant, Office clerk, Word processing clerk
Toronto, ON

Are you an organized, bilingual and enthusiastic individual with strong administration skills who is looking for a challenging opportunity? Do you want to work for an organization where your contribution and innovation are encouraged and rewarded? If so, consider this opportunity at the Ministry of Municipal Affairs and Housing, where you can showcase your strong administration, coordination and organization skills within a fast-paced environment.

What can I expect to do in this role?

In this role, you will:

  • manage and review incoming correspondence, including tracking, expediting, processing and transmitting documents and ensuring timely responses
  • maintain manager's calendar, schedule meetings, coordinate materials and make arrangements for travel and meetings/conferences
  • proofread materials to ensure accuracy and prepare a variety of documents such as routine letters, briefing notes, reports, spreadsheets and general correspondence
  • maintain inventory tracking and coordinate the reconciliation of assets
  • prepare and submit travel expense claims and ensure completeness and compliance with policies and procedures
  • reconcile purchases to credit card invoices and input data into the (computer) financial system
  • provide reception and customer service by answering telephones and providing general and routine information to clients and the public
  • provide a variety of administrative and clerical tasks such as organizing and maintaining filing systems/databases, providing reception back-up, monitoring and ordering office supplies, photocopying and collating material, operating and maintaining office machines, processing and distributing mail, etc.

Location: Toronto

How do I qualify?

Mandatory

• You are proficient in English and oral French at the advanced level.

Administrative, Clerical and Financial Support

  • You have demonstrated experience in providing administrative and clerical support, and knowledge of administrative policies and general office procedures and practices (e.g. record keeping, electronic and manual file management, correspondence procedures, travel and meeting arrangements, etc.).
  • You have knowledge of administrative and financial management processes to order office supplies, update inventory and assets control, etc.
  • You have demonstrated arithmetic and financial administration skills to verify and reconcile purchasing card expenditures and invoices, and prepare/verify travel/expense claims and financial reports.
  • You can operate office equipment such as printers, fax machines and photocopiers, and ensure they are routinely maintained.

Communication and Interpersonal Skills

  • You have excellent oral and written communication skills to liaise with suppliers and staff, and respond to general/routine inquiries.
  • You can proofread materials to ensure accuracy and prepare routine correspondence, briefing materials, agendas and meeting minutes.
  • You can use tact and courtesy when dealing with clients or callers and when discussing sensitive/contentious and confidential matters.

Organizational Skills

  • You are able to organize own workload, as well as monitor and organize unit correspondence and work assignments to ensure deadlines/timeframes are met.
  • You can coordinate meeting arrangements and maintain calendars and schedules.
  • You can proactively assess competing priorities and ensure timely completion of work assignments in a high-volume environment.

Reasoning, Analytical and Problem-Solving Skills

• You have strong abilities to prioritize multiple tasks with conflicting deadlines and help identify and resolve administrative issues.

• You have the ability to ensure accuracy and completeness of input and output by reviewing documents/requests and following up to obtain/clarify information.

• You can identify and resolve discrepancies relating to accounts payable transactions.

Computer Skills

  • You are proficient with using internet/intranets, databases and various software applications (such as Microsoft Word, PowerPoint, Windows, Excel, Teams and Outlook for emails and electronic calendars), to prepare correspondence, reports and spreadsheets, enter data and track/manage electronic files and calendars.
  • You have the ability to support troubleshooting with computer and electronic administrative issues.

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  https://www.ontario.ca/page/ontario-public-service-anti-racism-policy > and the  OPS Diversity and Inclusion Blueprint  https://www.ontario.ca/page/ops-inclusion-diversity-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 application instructions below if you require a disability-related accommodation.

Salary Range: $25.63 - $29.88 Per Hour

Additional information:

  • 1 Bilingual Temporary – 12 months (with possibility of extension), 777 Bay St, Toronto, Toronto Region

Note:

Please apply online, only, by Thursday, November 18, 2021, by visiting www.ontario.ca/careers and entering Job ID 170278 in the Job ID search field. Please follow the instructions to submit your application. Faxes are not being accepted at this time.

If you require accommodation in order to participate in the recruitment process, please contact us at www.gojobs.gov.on.ca/ContactUs.aspx to provide your contact information. Recruitment Services staff will contact you within 48 hours. Only those applicants selected for an interview will be contacted.

The Ontario Public Service is an inclusive employer. Accommodation will be provided in accordance with Ontario's Human Rights Code.

www.ontario.ca/careers

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