The Information and Privacy Commissioner of Ontario (IPC) is seeking a dedicated Administrative & Finance Coordinator to provide essential support in managing the day-to-day operations of our leased premises. In this role, you will ensure smooth functioning by handling customer service, facilities maintenance, and a variety of administrative tasks, while also serving as backup for reception and finance. Key responsibilities include maintaining efficient systems, ensuring financial accuracy, coordinating office logistics, and fostering a well-organized workplace environment. If you're interested in joining a collaborative and mission-driven team, we encourage you to apply!
The Information and Privacy Commissioner of Ontario is an administrative tribunal responsible for the Freedom of Information and Protection of Privacy Act (FIPPA), the Municipal Freedom of Information and Protection of Privacy Act (MFIPPA), the Personal Health Information Protection Act (PHIPA) and the Child, Youth and Family Services Act (CYFSA).
Salary: $50,918 to $59,203
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.
As an Administrative Officer, you will:
Administrative Support:
- Monitor IPC Admin mailbox.
- Assist with the onboarding and offboarding process for employees, including office tours.
- Set up and manage security access cards using Brivo and Alarm.com; distribute cards as required and update Alarm.com communication list as needed.
- Liaise with Landlord for elevator access cards issuance and updates.
- Maintain and replenish office supplies and beverage supplies to ensure availability.
- Support meeting and event logistics by assisting with on-site and off-site room preparation and clean-up. Purchase refreshments as requested and required.
- Assist with large mail outs and copy counts of reports/binders/materials as requested.
- Manage incoming and outgoing mail services for the IPC, including coordination with courier services.
- Update IPC phone lists and information on InfoGO as needed.
- Distribute Taxi chits and Presto cards as required by IPC staff.
- Supervise monthly on-site shredding and coordinate and supervise annual off-site destruction of records, electronic devices, backup tapes and access cards.
- Provide coverage for Reception during vacation or sick days.
- Performs general administrative and clerical support tasks as needed.
Financial Support:
- Process and deposit cash/cheque payments received.
- Review and reconcile monthly cell phone bills, ensuring accuracy of data plans and provide support to IPC staff on cell phone plan enquiries.
- Provide backup support for invoice approvals via Microsoft Power Automate including download of invoices, staff expense reports approvals, year-end invoice collection if needed.
- Provide backup support for Microsoft Power Automate site content clean up.
- Provide other miscellaneous backup support as required
Facilities Support:
- Updates office floorplans, name tags and assists with office space allocation.
- Direct work of cleaning and maintenance vendors.
- Manage office equipment such as copiers and mail machines, including tracking usage and reporting monthly readings to vendors for billing.
- Coordinate the disposal of surplus office furniture and manage requests for new or replacement items.
- Performs general facilities support tasks as needed.
You will qualify for this position by demonstrating:
1. Education and Experience
- College diploma, or post-secondary certificate
2. Knowledge Requirements
- Understanding of office equipment.
- Understanding of administrative and clerical procedures and systems.
- Proficient with Microsoft Office Suite or related software.
- Ability to operate a Telephone Switchboard system.
3. Skills and Abilities
- Excellent verbal communication skills.
- Excellent interpersonal and customer service skills.
- Ability to work independently and collaborate as part of a team.
- Able to adapt to sudden business needs/requirements.
- Experience in managing difficult stakeholders and de-escalate challenging situations.
- A modern organization with a hybrid work model, this position requires an in-office attendance greater than 10 days per month.
- Commitment to continuous learning and developmental opportunities for all its employees.
- Work with an innovative and high performing organization committed to creating a positive organizational culture and highly dedicated to its mission of advancing the privacy and access rights of Ontarians.
- A pension plan program.
- Comprehensive Health Plan, and Life and Disability Insurance.
- Maternity and parental leave top-up benefits.
- OPS & IPC Reciprocal Staffing Agreement:
o The IPC has a Reciprocal Staffing Agreement with the Ontario Public Service (OPS) that enables IPC employees to apply to positions with the OPS.
- This posting is for an organization that is separate from the Ontario Public Service. The information and tips on the Ontario Public Service Careers website may not apply to this posting. Please use the contact information below to contact the IPC directly if you have any questions about this position.
Please apply through our website:
IPC Ontario
We are committed to building a workforce that reflects the communities we serve and promoting 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.
We also believe in the importance of providing services to Ontarians in both official languages and encourage interested bilingual candidates to apply particularly for public facing positions.
