Ministry of the Solicitor General Looking for Administrative Assistant at Milton, ON Full Time

Are you looking for an opportunity to demonstrate your superior administrative abilities? If so, consider this opportunity at the Maplehurst Correctional Complex with the Ministry of the Solicitor General in the position of Administrative Assistant. In this role you will provide a variety of administrative services to support the management team, including operations, programs and services in order to meet organizational and institutional objectives

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 support services to areas such as operations, programs, health care services, treatment, compliance and financial management
• produce a variety of letters, memos, reports, graphs, tables, charts; take and transcribe meeting minutes, schedule appointments, make travel arrangements, book meeting rooms
• gather and prepare basic financial and statistical data
• answer and direct telephone calls as necessary and/or take messages; answer routine inquiries
• establish and maintain a filing system ensuring the safekeeping of administration files
• determine workload priorities when performing a variety of different tasks with conflicting deadlines
• identify and resolve discrepancies related to accuracy of files, information, invoices and other financial transactions
• operate office equipment such as a photocopier and facsimile

How do I qualify?

General Office Administration and Legislative Knowledge and Skills:

• you have demonstrated general office practices and procedures to perform administrative duties
• you have knowledge of filing systems and the principles of confidentiality
• you can interpret and apply pertinent legislation and regulations (i.e. Freedom of Information and Protection of Privacy Act, Ministry of Correctional Services Act, Retention Schedules and OPS Policies such as Customer Service Standards)

Analytical and Arithmetic Skills:

• you can determine the appropriate release of information when responding to information requests, inquiries and/or complaints
• you can determine workload priorities when performing a variety of different tasks with conflicting deadlines
• you can reconcile expenditures relating to petty cash, invoice payments and other basic calculations

Communication and Interpersonal Skills:

• you can work effectively within a team environment and with staff from a variety of areas
• you can prepare accurate letters, memos, meeting minutes, reports and other correspondence
• you can deal with the public in a courteous and professional manner

Computer Knowledge and Skills:

• You have knowledge and proficiency with a variety of computer software and database packages (i.e. Word, Excel, OTIS, IFIS, etc.)

Additional Information:

Note:

• 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-194972/23(2)