Marberg Staffing Looking for Office Services Assistant at Toronto, Ontario, Canada Full Time

Office Clerk for provincial government ministry client, downtown Toronto.

Marberg Job Number: 2307

Job Type: Temporary.

Initial Term: Starting July 15, 2024 for an initial 1 month term, with possibility of extension.

Compensation: $22.92 per hour.

Regular Work Hours: FULL TIME HOURS: From 9 am to 5 pm not including .75 hour unpaid lunch break, Monday to Friday (36.25 work hours per week).

Work Location: 100% onsite at client’s downtown Toronto office, near TTC station.

Ergonomic Requirements: In addition to regular desk work, position will require regular lifting of file boxes up to 25 lbs., bending, crouching, overhead lifting, pushing or pulling a cart, climbing on step stools or small ladders to reach higher shelves; regular traverse across and between floors and occasionally between buildings, periods of extended standing, handling files that may be old or dusty, and other ergonomic requirements associated with hard copy records management and facilities administration for a large office site.

Onsite Dress Code: Business Casual attire.

Responsibilities Summary:

As part of the Business Operations team, will provide filing, records management, equipment set-up, inventory control, clerical, and facilities administration services to large Branch office site.

• Maintain and organize numeric hard copy filing system. Print, collate, photocopy, bind and index a variety of materials and documents as required. Prepare various lists and reports.
• Receive, sort and accurately file both active and closed files to onsite and designated off-site records storage areas.
• Check records management databases to ensure files are closed in the system prior to forwarding to Records Centre, printing and filing associated hard copy documentation as needed.
• Disconnect and move computers and printers, and reconnect them to the network or local printer.
• Routinely check office photocopiers, printers and fax machines to ensure adequate paper supplies and toner levels.
• Regularly review office supplies inventory to determine refill requirements. Prepare purchase requisitions for approval, contact suppliers to expedite orders, and process packing slips.
• Occasionally assist with physical set up or assembly of furniture and office equipment for meetings, office setups or office moves, and arrange and schedule movers.
• Act as periodic back up to receptionist, including receiving visitors, clients, couriers, fax, and mail deliveries. Log and distribute mail, fax and courier packages to appropriate staff upon receipt.
• Additional records management, clerical, administrative and office facilities support services as required.

Qualifications:

Education: High school Diploma.

Preferred Work Experience: At least 1+ years of office services support experience including filing, documents processing, office equipment set up, records management and inventory control experience.

Preferred Sector Experience: Public sector or professional services firm office experience an asset.

Technical and Language Skills Requirements:

• Proficiency with MSOffice Word, Excel and Outlook (will be tested).
• Superior typing and data entry skills and attention to detail (will be tested).
• Strong reading comprehension skills (will be tested).
• Overall strong IT skills and technical aptitude.
• General proficiency with standard office equipment, including printers, photocopiers, fax machines, cerlox binders, telephones, etc.
• Excellent hard copy documents management skills, including copying, scanning, alphabetizing, sorting, collating, binding, printing, inserting tabs, labelling, packing, shelving and filing.
• Proficient English communication skills, both written and verbal, including strong reading comprehension skills, satisfactory business writing skills, and professional telephone manners.

Task -Based Qualifications and Additional Attributes:

• Familiarity with records management procedures, including proper records filing, retrieval, retention, storage, and destruction protocols and best practices. Understanding of Freedom of Information legislation and principles.
• Knowledge of appropriate lifting techniques to safely move furniture, equipment and file boxes.
• General handiness and comfort with managing routine maintenance for printers, photocopiers and other standard office equipment.
• Strong communication skills to interact with the public, all levels of government, legal professionals and other specialists, suppliers, contractors and tradespeople, and a broad network of administrative support staff.
• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
• Pleasant and courteous. Demonstrated ability to work well both independently and collaboratively, with commitment to client service and professional representation of the organization.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

Additional Requirements:

• Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
• Ability to work 100% onsite, abiding by organization health and safety policies
• Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
• Ability to complete a satisfactory Provincial Government security check, which may include a Fingerprint Check, prior to assignment start. Please note that Marberg will reimburse for the cost of the security checks upon confirmation of assignment start and submission of approved expense receipts.
• Provision of certification of AODA and OHSA online training course completion prior to assignment start.
• Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that Marberg Staffing only accepts applications through Indeed.ca, LinkedIn and marberg.com.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians. Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.