Administrative Assistant

at  Ministry of Children Community and Social Services

Effective January 1st, 2024 the salary range for this position is $26.92 to $31.31 per hour in compliance with OPSEU Unified Bargaining Unit collective agreement provisions. The new rates, effective retroactive to January 1, 2024, were recently confirmed and dates for implementation of the new salary rates are still to be determined.
Bring your customer service focus, positive attitude and excellent organizational skills to the Toronto Regional Office where you’ll support and work with various staff and stakeholders to oversee the administrative and financial delivery of social assistance programs across the province.

COMMUNICATION SKILLS

• You are able to respond to inquiries, exchange and clarify information, and provide ministry or program information.
• You can prepare, proofread and amend a variety of written materials.
• You have effective interpersonal skills to work with and support business team members, direct calls and coordinate meetings with a variety of contacts (e.g. finance and program staff and managers, corporate contacts, etc.).

ANALYTICAL, ORGANIZATIONAL AND REASONING SKILLS

• You are proactive and pay attention to details.
• You can draft correspondence.
• You have experience developing and managing bring forward and filing systems to maintain the safekeeping of information both electronically and in hard copy.
• You can determine urgency and priority and perform a variety of tasks with conflicting and tight deadlines.
• You are able to effectively identify and resolve issues and discrepancies.

ADMINISTRATIVE SUPPORT EXPERIENCE

• You have experience providing office administrative support.
• You can perform a variety of administrative tasks and are comfortable working in a busy office environment (e.g. maintain tracking logs, processing mail, establish/maintain filing systems, coordinate appointment schedules and meetings, make travel arrangements).
• You have experience with office and reconciliation procedures e.g. checking invoices and travel claims, etc.
• You can prepare attendance reports and human resource documentation.

TECHNICAL SKILLS

• You have knowledge and experience with computer software programs such as Word, E-mail, Windows, Excel, PowerPoint, etc.
• You are able to assemble and format data for reports and use databases.
• You can operate equipment such as photocopier, fax, video conference equipment.
• You can effectively and efficiently operate equipment such as multi-functional devices, video conference and teleconference equipment.

You will perform a variety of administrative tasks in support of business and operational needs, projects and initiatives, including:

• providing word processing services;
• inputting, updating and coordinating data using a variety of computer software programs/databases;
• providing support for office expenditures tracking and reconciliation;
• receiving, prioritizing and distributing incoming electronic and hard copy mail;
• answering telephone calls, greeting visitors and responding to routine inquiries;
• maintaining calendars, coordinating schedules and making meeting and travel arrangements;
• establishing and maintaining filing systems;
• ordering office supplies, maintaining contact lists, office equipment and asset inventory;
• tracking and logging incoming action and information requests and independently bring forward and follow up to ensure completion.