Administrative Assistant, Domestic Violence

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

What can I expect to do in this role?

• respond to and record inquiries
• refer issues to appropriate staff
• receive and review incoming files and materials to determine priorities
• establish/maintain office filing systems
• input/manipulate data, prepare statistics and routine correspondence
• maintain reception area/waiting room and office equipment
• arrange meetings/coordinate appointments
• take meeting minutes
• assist in training/orientation

How do I qualify?

Mandatory

Administrative and Technical Skills:

• you have the ability to acquire knowledge of the criminal justice system and processes including relevant legislation;
• you have the ability to acquire knowledge of community agencies and government organizations that support program clients;
• you have the ability to acquire knowledge of the Victim Witness Assistance Program services, policies and procedures and victim's issues;
• you have knowledge of the Freedom of Information and Protection of Personal Privacy Act to provide accurate, non-confidential verbal and written information;
• you have knowledge of office administration policies, procedures and practices to provide effective administrative services;
• you have arithmetic skills to reconcile/resolve travel claims, office expenditures and vendor invoices, to compile statistical program reports

Communications and Interpersonal Skills:

• you can maintain tact, sensitivity and diplomacy to deal with clients who may be emotional, upset or in crisis situations
• you can provide appropriate front-line customer service and support to provide appropriate information in response to routine and non-routine enquiries
• you can prepare routine correspondence and proofread written communications for accuracy in content, grammar, spelling, sentence structure, punctuation and format
• you have the ability to work effectively within a team environment

Analytical, Problem Solving Skills and Organizational Skills:

• you can review incoming mail and court documents;
• you can verify, reconcile and resolve office expenditures and inaccuracies in billing or expenditure reports;
• you can prioritize daily work, to organize information in case files, to maintain, input and revise electronic, manual and bring forward filing systems
• you have the ability to interpret and apply policies/procedures and legislation

Computer Skills:

• you are proficient with personal computers and office software applications such as word processing and spreadsheet applications to prepare correspondence, input data etc.
• you have knowledge of internet and website applications to access information related to general office administration
• you have experience operating database systems to input and retrieve data

Additional Information:

• 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.
  Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division 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.
  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-211177/24