Administrative Assistant

Ottawa Police Service; Ottawa; On-site; CAD 69,000 - 82,000; Full time

Job summary

The Ottawa Police Service is seeking an Administrative Assistant for multiple temporary positions. The role involves providing essential administrative and secretarial support, ensuring the smooth operation of the office and assisting management with administrative tasks. Candidates should have a secondary school diploma and 1-2 years of relevant experience in an administrative role. This position offers a competitive salary and the possibility of extension or permanent placement.

Benefits

Training provided (Health & Safety, Diversity, and Inclusion)

Qualifications

• 1-2 years of relevant progressive experience in an administrative assistant role.
• Experience with word processing, spreadsheet, email, and internet software applications.
• Fluency in English, both oral and written.

Responsibilities

• Provide administrative support services and manage correspondence.
• Assist with financial management and office operations.
• Liaise with department members and maintain data integrity.

Skills

Organizational Skills

Communication Skills

Time Management

Education

Secondary School Diploma

Additional relevant post-secondary education

Tools

Microsoft Office Suite

Job description

Competition Number: 18240

Applications will be accepted until 2359hrs on 08/07/2025.

Posting Details

This posting is for multiple temporary positions. All civilian competitions include the possibility of extension and/or additional temporary or permanent positions.

Salary Information: $69,513.08 - $81,869.06 annually. (2025 rates of pay)

All applications must be received on time and through the online application system. Applicants are required to upload their cover letter and resume in addition to the candidate profile. The cover letter should clearly outline your qualifications for this position.

More information about our hiring process can be found on the website under the Hiring Process menu.

Job Information

Job Title: Administrative Assistant Effective Date: July 1, 2020

Pay Group: Three (3) Job Code: 10073643

Overall Purpose

• The Administrative Assistant primarily provides research, administrative and senior secretarial support including reception and overall office management.
• Exercises considerable initiative and judgment; working in support of, and in partnership with, the teams which report to the incumbent’s Supervisor.
  
  

Major Responsibilities

Provide Administrative Support Services

• Compose correspondence for signature and/or conduct research/collect background information. Proofread and edit documents for grammar, spelling and compliance with procedures, policies and standards.
• Follow up on directives, inquiries and correspondence to ensure they have been dealt with in an appropriate manner.
• Coordinate and schedule appointments and meetings, including the preparation of material and documents. Attend meetings and record / distribute minutes as required.
• Maintain annual leave spreadsheet for section personnel.
• Coordinate travel and conferences by arranging transportation, accommodations, registration and per diems; prepare, submit and follow up on travel claims.
  
  

Provide Reception

• Alert senior staff to urgent requests from Executives and others requiring immediate attention.
• Respond to, prioritize and/or refer incoming calls, correspondence and e-mails.
• Assess incoming documents, which are often urgent and time sensitive, and refer appropriately.
• Read, distribute and track incoming and outgoing correspondence or other documents.
• Collect and communicate operational information to staff.
• Greet and assist visitors.
  
  

Major Responsibilities (continued)

Assist With Financial Management And Office Operations

• Assist with operation plan / budget preparation and execution.
• Administer budget; track and record expenditures and reconcile credit card expenses.
• Maintain petty cash.
• Maintain inventory of office supplies; ensure office equipment is in proper working order.
• Maintain staffing schedules (rosters) as required.
• Provide additional support in the absence of other administrative staff.
  
  

Manage And Maintain Data Integrity

• Create and maintain databases / tracking systems / reference manuals / hard and electronic files.
• Compile and report operational statistics.
• Serve as point of access for section staff with respect to record management software and/or any other specialized software.
  
  

Major Responsibilities (continued)

Provide Section Specific Technical Support Services

• Liaise with the Executive, Police Service Board members and other members of Council.
  
  

Perform Other Duties As Required Or Directed.

Statement of Required Qualifications

Education

• Secondary school diploma - Grade 12 or equivalent, plus additional relevant post secondary education.
• Experience and formal training combined may substitute for stipulated education requirements.
  
  

Experience

• One (1) to (2) years relevant progressive experience in an administrative assistant role to management including utilization of word processing, spreadsheet, email, internet software applications.
  
  

Language

• English – fluency in oral, reading, and writing.
  
  

Certifications and Licences

• N / A
  
  

In service Training

The following mandatory training and education is provided to all employees of the OPS:

• Occupational Health & Safety
• Respectful Workplace
• Violence in the Workplace.
• Accessibility for Ontarians with Disabilities Act (AODA).
• Equity, Diversity, and Inclusion (Towards Authentic Inclusion Course).
  
  

Job Knowledge

Working Knowledge Of

• The Organization’s Mission, Vision and Values.
• Research and data analysis techniques.
  
  

Solid Knowledge Of

• Records management and other office applications including word processing, spreadsheet, email, internet, etc.
• Office workflow and protocol.
  
  

Understanding Of

• Municipal governance, Police Services Act Statement of Principles and its application.
• The importance of client-centered service.
  
  

OPS Competencies

Competency Level Competency Level

Communication 2 Service Orientation 1

Teamwork 1 Network & Relationship Building 2

Adaptability 1 Problem Solving 2

Hours of Work

Monday to Friday day shift schedule

Effort and Working Conditions

• Work is normally performed in a standard office environment with minimal adverse working conditions.
• High Level of concentration required for minute taking and other related tasks.
  
  

Desired Qualifications

• Oral, reading, and writing fluency in French or other languages.
• Working knowledge of the various functions of sections of the OPS.
  
  

Additional Competition Information

We thank all candidates for their interest, however, only those selected to continue in the selection process will be contacted.

Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.

The Ottawa Police Service promotes the principles of diversity and inclusion. We provide accommodation during all parts of the hiring process as required. Applicants need to make their needs known if contacted to proceed to the selection process. Accessible formats and communication supports are available upon request.

Additional information about our hiring process can be found on the recruiting website.

Please direct any questions to [e-mail] .