Division & Section: Communications Unit
Job Type & Duration: Full-time, Permanent, 36.25 hours per week ( Hybrid work subject to operational requirements )
Affiliation: Canadian Office and Professional Employees Union (COPE) Local 343
Open positions: 1
About The Role
The Ombudsman is an independent, non-partisan Officer of the Ontario Legislature, appointed by all parties, whose role is to ensure that the provincial government and public sector serve people in a way that is fair, accountable, transparent and respectful of their rights. The Office of the Ontario Ombudsman takes complaints about the administrative decisions and actions of more than 1,000 public sector and government bodies in Ontario, as well as French language services and services provided in the child protection sector.
The Administrative Assistant provides bilingual (English and French) administrative support to the Communications Director, Managers and other Communications staff, as well as other units across the office – and back-up coverage for the receptionist.
Responsibilities
- Prepare and process documents according to Ombudsman Ontario standards
- Sort, package and distribute printed and other information materials
- Book transportation and accommodation for staff as and when required
- Maintain filing systems and mailing lists
- Manage, track, organize, store and order inventory and office supplies
- Support organization of outreach activities to promote awareness of Ombudsman Ontario and its operations, including preparing and packaging brochures and other handout material for outreach events
- Process financial reports and expenses, including reconciliation of invoices
- Create and maintain schedules upon request, including booking meetings, managing meeting invites, and preparing meeting material
- Draft standard form letters and correspondence, file soft copy documents, and distribute mail and materials to staff
- Proofread and edit materials in both English and French
- Respond to requests for information from external sources with information about Ombudsman Ontario in the form of reports, brochures, etc.
- Coverage for the receptionist, including regular coverage of reception phone line and desk, as well as general administrative support for other units as required
- Assist with internal and external event co-ordination as required
- Other administrative duties, responsibilities and projects as assigned
Knowledge And Experience
- At least two years of experience as an administrative assistant providing support in a similar organization
- Hands-on experience working with information databases and mailing lists
- Working knowledge of drafting and formatting correspondence in Word (including mail merge), as well as proficiency using tools to create or maintain spreadsheets, databases, and presentations
- Familiarity with collaboration tools such as SharePoint. Microsoft Teams and other meeting management and calendar sharing tools
- Demonstrated knowledge of basic financial reconciliation processes (invoices, expenses, financial statements, etc.)
- Understanding of government and public sector organizations and their administrative processes
Required Skills And Competencies
- Attention to detail with above-average editing and proofreading skills
- Ability to prioritize work and multitask
- Ability to work independently as well as within a team environment, with strong interpersonal skills
- Excellent judgment and keen understanding of how to handle confidential and sensitive information
- Analytical and reasoning skills and the ability to problem-solve, with an aim to proactively identify and correct issues
- Strong tact and diplomacy skills to respond to all inquiries in a professional and effective manner
- Takes pride and ownership of work and continually strives for improvement
- Advanced written and spoken English and French
Additional Requirements
- Please include a cover letter with your résumé, describing your experience, achievements, ability to work in both English and French, and why you are interested in a role with Ombudsman Ontario.
- Must be able to regularly move and lift boxes (up to 25 lbs,), packages, inventory items, and outreach materials (banners, canopies, etc.).
- Must be eligible to work in Canada and work from the office as per work requirements.
In addition to being dedicated to building a workforce that reflects diverse talent, we are committed to fostering an inclusive and accessible experience. If you require an accommodation for any part of the recruitment process, please contact us.
If you have applied or completed the assessment previously, you do not need to resubmit your resume.
We thank you for your submission, however, only applicants selected will be contacted.
