PROGRAM ADMINISTRATIVE ASSISTANT
Ministère de la Procureure générale
Greater Sudbury, ON
The Victims and Vulnerable Persons Division, Ontario Victim Services is looking for a Program Administrative Assistant to provide clerical and administrative support to regional office staff and front-line program delivery offices through transfer payment agencies (TPAs).

What can I expect to do in this role?

You will:
  • prepare standard correspondence and documents required for establishing new programs and ongoing payment/reporting processes
  • organize and maintain TPA database/mailing list, records and filing systems
  • assist with organizing regional meetings for community development and staff training activities
  • summarize client satisfaction survey results, program statistics and quality service information
  • assist management with coordinating recruitment processes (i.e. prepare interview packages, schedule interviews, close competition files, etc)
  • gather, compile, enter and retrieve information from administrative database systems i.e. WIN (Workforce Information Network), CCM (Correspondence Control Management) and IFIS (Integrated Finance Information System)
  • liaise with Ministry contacts to resolve pay and position discrepancies
  • provide reception services, and track and distribute incoming correspondence
  • coordinate meetings and travel arrangements for management and staff
How do I qualify?
Mandatory
  • you are proficient in English as well as in oral and written French at the advanced level
Technical Knowledge
  • you demonstrate knowledge of office methods/procedures, and administrative processes/practices to provide assistance/support
  • you have the ability to acquire knowledge of Transfer Payment Agency administration, and related practices and policies
  • you can apply HR policies, procedures and related legislation to assist managers in resolving pay and benefit administration issues
Analytical and Problem Solving Skills
  • you are able to determine appropriate administrative procedures and processes when preparing documents and responding to inquiries
  • you can identify and correct issues/problems, and provide solutions/options
  • you exercise judgement, tact and diplomacy when communicating with Ministry staff and external stakeholders
  • you have arithmetic skills to prepare expense claims and statistical reports
Computer Skills
  • you have knowledge of program systems such as VIMS and statistical reporting systems to generate reports
  • you have experience with administrative database systems such as WIN and CCM
  • you are proficient with Microsoft Office software including Word, Excel and PowerPoint
  • you are able to type 50 words per minute
Communication Skills
  • you have excellent written communication skills to compose routine correspondence in response to requests
  • you are able to respond to internal/external inquiries and explain pay and benefits processes to new and existing staff
Organizational Skills
  • your strong organizational skills enable you to establish and maintain filing systems, arrange conferences/meetings and coordinate administrative support activities
  • you are able to work in a high pressure environment while meeting strict deadlines
Additional Information:Address:
1 Bilingual Temporary, duration up to 5.5 months, 159 Cedar St, Sudbury, North Region, Criminal Record Check
Compensation Group: Ontario Public Service Employees Union
Understanding the job ad - definitionsSchedule: 3.7
Category: Administrative and Support Services
Posted on: Tuesday, October 8, 2019

Note:
This ad is also available in French.
In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.

You will be responsible for obtaining the criminal record check at your own expense and provide it, along with your written consent, to the Transition and Security Office (TSO), Talent Acquisition Branch (TAB), HR Service Delivery Division (HRSDD) to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you. (Note: If a Vulnerable Sector Screening Check is required, it must also be obtained in person at your local police service).

A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
T-AG-140427/19