Are you a well-organized, detail oriented individual who enjoys working in a team environment? The Central Agencies I&IT Cluster is seeking an experienced professional to provide executive secretarial and administrative support to a Central Agencies I&IT Cluster (CAC) Head, where you will independently execute a variety of complex and confidential tasks, and coordinate administrative processes.
Note: This position is located at 222 Jarvis Street, Toronto and/or 33 King Street West Oshawa; however, alternate work arrangements including flexible hours, hybrid remote work, and compressed work week may be available.
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.
In this role, you will:
- Organize and maintain the Head's appointment calendar, coordinate meetings and rearrange schedules and make travel and accommodation arrangements.
- Answer telephone calls, greet visitors and respond to enquiries based on knowledge of the branch functions and administrative practices.
- Establish and maintain electronic filing systems.
- Create a variety of correspondence (such as letters, memoranda, reports, charts, speeches, minutes) and presentations from notes, using applicable computer software.
- Provide support and coordination of branch/division wide meetings and initiatives.
- Coordinate a range of administrative services (e.g. procurement, finance and human resources).
- You have knowledge of secretarial and administrative office procedures and protocols to provide executive level support.
- You have knowledge of human resources procedures and practices to provide human resources administrative support for the branch.
- You have knowledge of office technologies, specifically e-mail, voice-mail and software programs to produce letters, reports, spreadsheets and presentation material, and to attend, facilitate and organize virtual meetings.
- You have knowledge of office equipment to respond to information requests by copying materials and transmitting correspondence and provide assistance to staff and coordinate servicing and repairs of equipment.
- You have knowledge of Internet/Intranet to search and obtain information.
- You can determine what matters are urgent and should be given priority when performing a variety of tasks with conflicting deadlines.
- You can make decisions concerning the release of information requested, bring urgent matters to the Head's attention and handle confidential matters with tact, discretion and good judgement.
- You have proven ability to work on own initiative, with minimal supervision, complete multiple tasks within strict time frames and follow-up on requests/referrals.
- You can answer telephone calls, greet visitors, answer general enquiries about diverse program areas and respond to staff and clients in a tactful, diplomatic and courteous manner.
- You can compose minutes, correspondence, e-mails and proofread and edit documents.
- You have knowledge of records management to maintain efficient and confidential filing systems.
- You have mathematical skills to prepare expense claims, requisitions, reconcile purchasing cards .