Amended - Administrative Assistant

Amendment: the temporary vacancy with Ontario Geological Survey is a 12 month contract/assignment.

Effective January 1st, 2024 the salary range for this position is $28.14 to $32.82 per hour in compliance with OPSEU Unified Bargaining Unit collective agreement provisions. The new rates, effective retroactive to January 1, 2024, were recently confirmed and dates for implementation of the new salary rates are still to be determined


Do you consider yourself to be a highly organized and enthusiastic team player who excels working in a fast paced and high volume environment? If so, consider joining the Mines and Minerals Division within the Ministry of Mines where you will have the opportunity to apply your strong executive administration skills to coordinate and deliver a multitude of administrative services supporting a Director and their branch office.

Positions available:
• 1 permanent full-time position with the Mineral Development Branch
• 1 permanent full-time position with the Information and Lands Branch
• 1 temporary full-time position for up to 12 months with possibility of extension with the Indigenous Consultation and Partnerships Branch
• 1 temporary full-time position for up to 12 months with possibility of extension with the Strategic Services Branch
• 1 temporary full-time position for up to 12 months with possibility of extension with the Ontario Geological Survey.

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 services and support to the Director and branch staff
• facilitate the flow of correspondence for the Branch including tracking, expediting, processing and transmitting documents
• coordinate and organize meeting and travel arrangements
• prepare written drafts of emails, letters, memoranda, and presentations
• maintain a confidential electronic filing system
• provide executive administrative services including tracking requests and timelines, producing and processing a variety of sensitive and/or confidential documents.
• arrange and take minutes at branch meetings

How do I qualify?

Administrative Knowledge and Organizational Skills:

• You demonstrate knowledge and experience of office administrative practices, procedures, and quality standards.
• You are able to facilitate the flow of required documents and priority requests including tracking, expediting, processing and transmitting signed documents within established parameters.
• You have knowledge and skills in financial analysis and reporting to provide support with the branch operational budget.
• You have arithmetic skills to reconcile expense claims, invoices and monthly statements/reports.
• You have organizational and time management skills to prioritize and organize work to meet tight deadlines with minimal supervision.
• You are able to apply your organizational skills to maintain appointment calendars and make arrangements for travel, meetings and conferences.

Judgement, Analytical and Problem-Solving Skills:

• You demonstrate good analytical skills and sound judgment when coordinating and responding to information requests, tasks, or situations.
• You have problem-solving skills to identify and resolve discrepancies or problems relating to such items as data base accuracy, travel claims or invoices.
• You are able to determine what matters are urgent and should be given priority when performing a variety of different tasks with conflicting deadlines.

Communication and Interpersonal Skills:

• You have excellent oral communication and interpersonal skills to interact tactfully and diplomatically with internal and external partners, and appropriately handle sensitive and confidential information.
• You have written communication skills to edit, proofread and prepare various material including emails, presentations, responses to queries/issues and correspondence.

Computer Skills:

• You are proficient with computers and word processing to prepare documents using a variety of software.
• You have knowledge of and experience with information database, financial tracking and payment, correspondence management, spreadsheet and presentation software applications.