Job Description

One of our major Government clients is looking for an Admin Assistant (Govt. exp)
Length: 5 months contract with a possibility of an extension
Location: Toronto or North Bay, ON - Hybrid (3 days in office)

\'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 !\'

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The recruiter in charge of this role is Fathiya

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Requirements:
BACKGROUND:
The team is responsible for collecting, reviewing and analysing annual the year-end financial statements and budgets as part of sector monitoring and the government\'s Public Accounts reporting cycle. The team also works on approvals to enter into contracts based on the requirements of Section 28 of the Financial Accountability Act. This includes reviewing project cash flows and business plans and providing written analysis.

DELIVERABLE REQUIREMENTS
Deliverables include the manual data entry of incidents into an Access database. There is a backlog from (beginning January 2022) that needs to be entered in order to bring the database into current time. These resources will be required to read incoming incident reports and manually enter the applicable information into the database. The database has both boxes for checking required items and text boxes for typing in narrative required.

JOB DESCRIPTION
The candidate will be working in a team environment with two other Administrative Support Clerks, the purpose of this position is to support the staff of the Information Management Unit in identifying contentious/potentially contentious issues and facilitating the appropriate action or response in a timely manner.

15% - Administrative duties related to the reviewing/monitoring of incident reports submitted from both field and corporate locations; identifying issues and following up with ministry staff/offices to request information/updates on incidents submitted as required; ensuring updates/changes in situation are brought to the attention of the appropriate IMU staff member (i.e. manager and/or Program Advisor).
40% - Inputting and maintaining the appropriate incident database for tracking of all offender/inmate and employee/other incident reports; recording/tracking and following-up with field offices if required to ensure information requests are met; creating/programming specialized ad-hoc reports from the incident databases to meet information requests from senior management as well as prepare standard database reports for Program Advisors; accessing the Offender Tracking and Information System (OTIS) to obtain information on inmate/offender specifics as required for incident reporting as well as run OTIS reports for Program Advisors to assist in briefing material preparations; supporting Correspondence officers in tracking of correspondence status through use of correspondence database tracking system (i.e. e-Correspondence).
20% - Perform general office duties: searching files, directives/manuals to assist Program Advisors in preparing briefing materials as well as maintain ongoing files on briefing materials for future access by IMU staff for senior management; reception duties/responding to inquiries and referral to appropriate IMU staff member; taking/relaying messages; assist IMU staff with formatting of reports and briefing materials prepared in MS Office Suite of Products; alerting manager of impending deadlines; preparing summary reports and other requests regarding IMU operations; booking of boardrooms/accommodations, etc. for meetings/conferences.
20% - Monitor inventory of office supplies and unit computer inventory; purchasing office supplies; reconciling Card expenditures to monthly statement; reconciling travel claims to ensure they meet ministry standards prior to manager\'s approval; complete SODO orders for purchasing of computer equipment, staff account management and telephones, etc.; assist with unit budgeting reporting requirements. \'
5% - Perform other related duties as assigned by Manager.
Qualifications:
REQUIRED KNOWLEDGE AND SKILLS:
The position requires knowledge of relevant government and ministry directives, policies/procedures and guidelines and relevant legislation (i.e. FOI, MCS Act & Regulations, etc.) and current contentious issues.
Requires knowledge of Correctional Services structure, goals/objectives in order to identify possible contentious issues and respond to inquiries or redirect to appropriate IMU staff member (manager, Program Advisor, Correspondence officer)
General knowledge of Ontario Government structure in order to make appropriate referrals and consultations
Strong analytical skills and ability to exercise judgement to assess sensitivity of incident/issues; identifies issues requiring immediate attention by Manager or Program Advisor
Requires reasoning skills to identify information that requires updating on database or preparation of reports from database; as well as to respond general inquiries to ensure confidentiality is maintained and providing information on a need-to-know basis;
Requires problem solving skills to ensure deadlines are met; determining priority of issues when performing multiple tasks with conflicting deadlines; \'
Requires analytical skills to create/program/prepare reports based on specific information requests from/for senior management.
Requires technical skills in Microsoft Suite of Products (MS Word, Excel, Access, Outlook, etc.) in order to assist with the formatting of reports and briefing materials; \'
Ability to enter data into incident databases (i.e. .NET/SQL, Access) and prepare ad-hoc and standard reports from these applications
Ability to use OTIS and OTIS Reports \' Ability to use standard ministry correspondence applications (i.e. e-Correspondence)
Knowledge of operations of office equipment such as multi-function devices, printers, phone systems and ministry standard computer technology.

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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