Bilingual Administrative Assistant, Communications

Division & Section: Communications Unit

Work Location: 483 Bay St., Toronto

Job Type & Duration: Full-time, Permanent, 36.25 hours per week (Hybrid work subject to operational requirements)

Salary: $56,994 to $71,242

Affiliation: Canadian Office and Professional Employees Union (COPE) Local 343

Open positions: 1

Posting Period: September 25 – October 25, 2024

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
  
  

About Us

The Ombudsman is an independent, impartial Officer of the Legislature that resolves and investigates complaints about Ontario government organizations, broader public sector bodies (including municipalities, universities and school boards), child protection services, and compliance with the French Language Services Act. The Ombudsman recommends solutions to individual and systemic administrative problems, and promotes fairness, accountability and transparency in the public sector as well as respect for French language service rights and the rights of children and youth in care.