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Administrative Support
For accessibility assistance with this document please telephone Elections Ontario at 1-888-668-8683 or Fax at 1-866-714-2809. You can TTY at 1-888-292-2312.
Position Status: Temporary Assignment to March 31, 2024
Posting Status: Open
Location: 51 Rolark Drive, Toronto, Ontario M1R 3B1 (Birchmount and Ellesmere)
Starting Salary: $45,753 per year
Hours of Work: 36.25 per week
Posting Date: January 4, 2023
Closing Date: January 16, 2023, at 4:00 p.m.
Who we are
The Office of the Chief Electoral Officer (Elections Ontario) is an independent, non-partisan office of the Legislative Assembly of Ontario, responsible for administering provincial elections, by-elections, and referenda in Ontario. We are committed to making voting easy and accessible for all electors, while maintaining the integrity, security, and transparency of the electoral process.
Join our team
The Office of the Chief Electoral Officer, Corporate Affairs unit, is seeking an enthusiastic individual to provide strong administrative, organizational and communication skills for the Executive Office and the Corporate Affairs team.
What to expect in this role
Reporting to the Senior Policy Advisor, you will:
- Apply your knowledge of the fundamentals of the Election Act and the provincial electoral process to assist the executives, director and managers.
- Compile and coordinate information for projects and presentations.
- Assist in the preparation of correspondence, reports, presentations, executive summaries, financial statements, business cases, manuals, travel expenses and purchase requisitions.
- Maintain appointment schedules.
- Coordinate internal and external meetings, facility and travel arrangements.
- Act as secretary for corporate committees, prepare agendas, take meeting minutes and records of discussions.
- Maintains filing systems and records (including electronic and hardcopy) in compliance with corporate policies and records management standards.
- Provide reception and front-line public enquiry services on a rotational schedule.
- Provide a variety of administrative and clerical tasks including coordinating the divisional budget and expenditure management.
- Communicates with internal divisions, clients and suppliers to address routine issues relating to Elections Ontario’s activity including provision of information, clarification of responses or follow up to reporting requirements.
- Complete other duties as assigned.
What you need to qualify
- Excellent knowledge of computer technology systems and applications, with strong proficiency of Microsoft Office suite of tools, specifically Word, Excel, PowerPoint and Outlook.
- Possess excellent administrative/secretarial skills and the ability to work with limited direction amid competing priorities/deadlines.
- Excellent proofreading and editing skills.
- Excellent verbal and written communications skills.
- Detail oriented with demonstrated organizational skills.
- Strong knowledge of financial and human resources administration procedures and processes to administer and track expenditures, process invoices and maintain, prepare materials for job competitions and report on staff attendance.
- Experience with manual and electronic records management.
- Well-developed customer service skills.
- Ability to take minutes electronically.
- Ability to transcribe and distribute agendas/minutes within a short turnaround time.
- Must be legally entitled to work in Canada.
The successful candidate(s) will be required to work in-office; however, alternative work arrangements (Telework and Compressed Work Week) are available based on operational requirements.
How to apply
Our recruitment process reflects our mission to uphold the integrity and accessibility of the electoral process and to manage elections in an efficient, fair, and impartial manner. We offer career growth opportunities and a competitive rewards program.
Please submit your cover letter and resume, quoting File #EO-2023-01 in the subject line of the email no later than Monday, January 16 at 4:00 p.m.
We thank all applicants for their submission. Only those candidates selected for an interview will be contacted.
How to request an accommodation
Elections Ontario is an equal opportunity employer. We are committed to fostering an inclusive, equitable and accessible environment, where all employees feel valued, respected, and supported.
Under the Accessibility for Ontarians with Disabilities Act and the Ontario Human Rights Code, we provide accommodations to applicants with disabilities throughout the recruitment and selection process. If you require a disability-related accommodation to participate, please call 1-888-668-8683, send a fax to 1-866-714-2809, TTY at 1-888-292-2312.
Job Type: Full-time
Salary: From $45,753.00 per year
Benefits:
- Employee assistance program
- Paid time off
Schedule:
- Monday to Friday
Supplemental pay types:
- Overtime pay
COVID-19 considerations:
Infectious Disease Protocol, Sanitation to common areas etc.
Ability to commute/relocate:
- Scarborough, ON: reliably commute or plan to relocate before starting work (required)
Education:
- Secondary School (preferred)
Experience:
- Front desk: 1 year (preferred)
- Administrative experience: 1 year (preferred)
Work Location: One location
