Student – Office Assistant

Are you a student or recent graduate looking for an opportunity to build your career over the summer? Are you passionate about making a difference?

The Summer Employment Opportunities program provides opportunities to obtain valuable work experience, gain transferable skills, and build professional networks.

• LEARN: Jump start your career, whether you want to learn business skills, use your French language skills, help out in a lab, or work outdoors. Put the knowledge you've acquired at school into action.
  
• GROW: Enhance your skills and expand your network by working on projects, leading initiatives and sharing your ideas. Transfer the skills you learn to your future school and work experiences.
  
• CONTRIBUTE: In addition to advancing your professional and personal skills, you will also give back to your community. Spend your summer working to support the interests of Ontarians!

This job posting represents multiple positions within different ministries and at various locations across Ontario. Certain cities may be located in distant or remote areas in Ontario and may not be accessible by public transit. Carefully review locations through Google Maps (opens in a new tab) and select ONLY those locations that you are able to travel to and work in. You can select up to 10 locations.

• Relocation expenses and/or accommodations are not covered by ministries.
• The number of positions to be filled is approximate and subject to change.
• Please use your legal name when applying to the job ad.

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

What can I expect to do in this role?

Work Description

• Prepare and organize correspondence, perform data entry and word processing functions, and create a variety of documents.
• Provide customer service assistance by performing reception duties, responding to public and/or internal inquiries, and performing cashier duties (e.g. accurately processing payments and performing basic mathematical calculations).
• Assist with small- and/or large-scale archival/filing projects by following a prescribed set of rules to store or destroy files; use technology to file documents.
• Conduct research, perform analysis, and input data.
• Plan, organize, coordinate, and manage daily assigned work.
• Certain positons provide medical clerical and support services within a Health Care setting

Please note: some student Office Assistants may require you to be a minimum of 18 years old due to operational reasons.

How do I qualify?

Mandatory

You must meet all eligibility criteria by the first day of employment (contracts begin between May and July):

• Student Status: You must be enrolled in a secondary or post-secondary institution (currently or for the fall semester) OR you must have graduated within the past six months (for example, if you graduated in December, you can apply for and start a summer student position up until June of the following year).
  
• Age: You must be a minimum of 15 years of age. There is no maximum age limit.
  
• Residency: You must be a resident of Ontario during the term of employment.
  
• Work Status: You must be legally entitled to work in Canada. You are also required to have a valid Social Insurance Number (SIN) upon being hired.
  
• Application: Applications are only accepted online by clicking the "Apply Online" button. Your application should describe how you meet the knowledge and skill requirements outlined on this ad.

Communication and Interpersonal Skills

• You apply your written communication skills to document findings, record data, and prepare a variety of documents (e.g. reports, presentations, meeting minutes, etc.).
  
• You apply your customer service skills and your verbal, written, and active listening communication skills to perform reception duties, respond to phone, email, and in-person inquiries, and provide information to internal clients and/or the public.
  
• You apply your initiative and interpersonal skills to work collaboratively within a multi-disciplinary team.

Technical Skills and Knowledge

• You apply your experience using Microsoft Office applications, such as Word (word processing) and Excel (spreadsheets), as well as databases, email, and the internet to conduct research and prepare a variety of documents.
  
• You apply your knowledge of office administration to accurately process payments and perform basic mathematical calculations.
  
• You accurately track, retrieve, and archive files; you apply your knowledge and/or experience with electronic file and paper management systems to secure, classify, manage, and store documents.
  
• You apply your basic knowledge of records management to ensure the integrity of ministry records is maintained in accordance with ministry standards.
  
• You input data accurately and generate reports, paying close attention to detail.

Analytical and Organizational Skills

• You apply your research and analytical skills to gather, assess, and summarize information, and provide recommendations.
  
• You apply your knowledge of recordkeeping theory and practice to research documents, make connections, and identify those that are to be archived.
  
• You use the internet and other sources to gather and aggregate data, analyze and input data findings, and summarize information.
  
• You apply your planning and organizational skills to collect, organize, review, and verify information/data through review of files, reports, and other means.
  
• You apply your discretion and sensitivity skills when working with confidential information.
  
• You work independently or as part of a team; you plan, organize, and prioritize your work to meet competing deadlines.

Other Summer Opportunities

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.
• Some positions advertised on this job ad are represented by the Ontario Public Service Employees Union (OPSEU) and successful candidates will be required to pay monthly union dues, which are automatically deducted from your pay.
  Other positions advertised on this job ad may be excluded from the OPSEU Collective Agreement (i.e. not represented by OPSEU), depending on the business area within the Ministry in which the work is performed. You will be advised during the recruitment process by the hiring manager of the business area.
  You will receive a confirmation splash page verifying receipt of your application when it has been successfully received. You will only receive an email confirmation if you have entered your email address in the application. If you do not receive a confirmation splash page, it is likely that your application was not successfully received and it is recommended that you resubmit your application. If that still does not result in a confirmation, please contact SEO@ontario.ca during the posting period. We cannot provide assistance with submitting your application after the job ad deadline date.