One of our major Government clients is looking for an Administrative Coordinator - Govt. Exp
Length: 2.5 months to 6 months contract with possibility of an extension
Location: Toronto, ON - Onsite
'The start date of this job is flexible and in order to find the best candidate the job may remain open much longer than the date mentioned on this posting... or you may be asked to start sooner than the expected start date if you are able to do so !'
Please read the job description below. If this interests you, please send a MS-Word version copy of your resume (ASAP) along with a telephone contact number: E-mail to hr@teamrecruiter.com
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The recruiter in charge of this role is Fathiya
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Requirements:
JOB DESCRIPTION
Manage the director's outlook calendar and schedule meetings on their behalf
Provide administrative support to the Central Ontario Municipal Services Office (MSOC) management team
Provide administrative support for MSOC's monthly financial reporting, including reconciliation of P-cards.
Complete online forms to support the director and managers
Complete online IT requests for the management team
Administer the office support contracts for the branch (recycling pickup, stationary purchases, IT service contracts, etc.)
Work with Integrated Financial Information System (IFIS) and other Ontario Public Service (OPS) online systems.
Process Freedom of Information (FOI) requests, collection of records and comply with the ministry's procedures for FOI requests.
JOB REQUIREMENTS:
1) Preparation and administration of the office operating budgets, including projecting and monitoring expenditure
against estimates, and alerting Director to potential shortfalls, assisting with the preparation of annual budget
estimates and expenditure forecasts by providing information and financial/staffing reports to Director, and
administering monthly payments, invoices, purchase requisitions; overseeing office inventory, managing office
petty cash fund, fleet management and generating monthly statistical reports for Head Office. Responsible for
monitoring use of purchasing cards in accordance with Ministry guidelines; and direct on-line data input of
invoice/travel claims and ensuring reconciliation against data reports.
2) Providing secretarial and administrative support services to the Director such as: organizing and maintaining
electronic and manual records/data; making arrangements for meetings, conferences, and educational programs;
preparing, coordinating and distributing related agenda and materials; taking and preparing minutes; organizing
the Director's schedule, making travel and accommodation bookings; and advising staff of commitments, ordering
and/or purchasing supplies, publications/subscriptions/ reference material.
3) Liaising with branch head office staff and other ministry branches on various matters including employee status
changes, training and development requirements, assets and supplies purchasing to ensure efforts are
coordinated and consistent with branch procedures; preparing appropriate documentation; providing and obtaining
background information on requests/decisions; researching branch data sources and compiling findings in suitable
format for review; checking invoices and travel claims.
4) Providing detailed responses (e.g. statutory requirements, procedures for obtaining area services) to queries
in person, by phone and in writing, based on thorough knowledge of branch role, functions and activities;
referring to other internal and external sources as required.
5) Providing word processing services by producing typed material such as: correspondence, speeches,
presentations, graphics; ensuring accuracy of grammar, spelling and syntax as well as proper formats for
appropriate signature manipulating stored data as necessary to reformat, update and revise; composing correspondence independently or from brief instructions.
6) Supervising sorting, processing and the distribution of incoming correspondence, requests for briefing and
resource material, attaching background information, maintaining bring forward system; tracking of
correspondence for signature of Minister and senior ministry officials to ensure completion within deadlines;
administering and coordinating changes to correspondence with head office.
7) Supervising office clerical staff by: setting priorities and assigning work, ensuring quality and timeliness of
completed work, monitoring staff workloads, assisting in recruiting, orientation and training, participating in
annual performance appraisals
Staff & Licensing
Word Processing and typing to standards.
Qualifications:
KNOWLEDGE
- Job requires knowledge of ministry financial budgeting and accounting software, database and administration
procedures such as expenditure coding and forecasting, to ensure financial and asset management (e.g. IFIS).
Job requires knowledge of the capabilities and operation of word processing equipment and software packages (e.
g. WordPerfect, Word, Windows, Lotus 1-2-3, Excel) to prepare a variety of documents, e.g. correspondence,
reports, spreadsheets.
-Knowledge of the ministry's and branch's role, functions, and activities to answer inquiries by providing detailed oral and written responses to queries.
-Job requires computer skills for internet work related to mining for information from websites, internet searches
and social media websites.
-Knowledge of ministry administrative manuals, procedures and standards to perform administrative
duties such as ascertaining staff development requirements, arranging for disposal of used equipment and
ministry records (records management) and preparing purchasing and staffing requisitions.
-Knowledge of branch and ministry information sources (program, client and administrative files,
directives) to research and determine pertinent background data for staff in connection with requests/decisions, e.
g. why certain courses of action were followed, impact on external clients by searching files, directives and
databases.
-Financial knowledge to administer petty cash account and check invoices/travel claims.
-Knowledge of correspondence control and monitoring system to track status of response preparation.
SKILLS
-Analytical skills to forecast office expenditures, reconcile budget projections with actual costs,
anticipate and resolve potential budget shortfalls, and advise Director on options to effectively administer the
annual office budget allocation.
-Reasoning skills to organize workload and assignments, determine work priorities amongst conflicting
demands, based on knowledge of issues and/or discussion with Director.
-Analytical skills to research and assess information from various sources to provide pertinent background material to senior ministry staff on decisions and requests made by director.
-Ascertaining reasons for delays in preparation of correspondence for senior officials and deciding whether to request extensions or ask Director to intervene.
-Evaluation skills in assessing clerical staff workloads and establishing work assignment priorities.
-Analysing problems in administrative matters, e.g. determining whether to purchase new equipment.
-Evaluation of incoming requests and making decisions on routing requests and determining response
time within branch guidelines.
-Oral communication skills and tact and diplomacy to respond to non-routine queries from officials in
the public and private sector (e.g. statutory requirements, information on the municipal sector, ministry
publications); to explain Director's information requirements in detail to ministry staff at all levels and to make
travel, meeting and conference arrangements.
-Oral communication skills to discuss and resolve, with Ministry support branches, problems such as
procedural requirements for developmental secondments to other ministries, missing/incorrect information in
reports from the branches.
-Written communication skills to prepare responses to queries (e.g. procedures for obtaining branch
services, information on new programs); and to compile background information for ministry/external staff which
promotes acceptance of decisions/requests made by Director.
FREEDOM OF ACTION
-Job requires working in accordance with ministry directives, administrative manuals and established program area
guidelines.
-Determining detailed responses to queries, researching and selecting relevant background
information on decisions made by staff.
-Determining suitable format for the production of typed documents to present information clearly and
effectively.
-The exercise of judgement in administering the office operational budget, purchasing supplies and
equipment, and preparing confidential staffing reports for review by the Director, organizing the Director's
schedule and arranging physical and logistical requirements for meetings/conferences.
-Referring matters not covered by guidelines (e.g. conflicts in schedules, purchases in excess of
allotment) to Director or head office for direction/action.
-Independently assigning correspondence and briefing requests to office staff for response, and
recommending appropriate actions in response to unanticipated delays. Work of a confidential, complex or
controversial nature are referred to and reviewed by Director
Please note that this is the most up to date version of job description available at this time - During Client Interview you will receive additional information - variance may apply!
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