Administrative Specialist

Altis Technology; Toronto; On-site; CAD 33,000 - 44,000; Full time

Job summary

Altis Technology in Ontario, Canada seeks an Administrative Specialist to support daily ministry operations, coordinating administrative services and maintaining information flow across finance, HR, procurement, facilities, and records management.

The role involves working with management and external stakeholders, handling confidential information, calendar and travel coordination, budgeting support, and ensuring compliance with government policies.

Qualifications

• 3+ years of progressive administrative support experience, ideally within a government or similarly complex organization.
• Knowledge of government administrative policies and procedures, particularly in finance, HR, budgeting, procurement, accommodation, I&T, and issues management.
• Understanding of ministry programs, objectives, directives, and guidelines to respond to inquiries, provide guidance, and coordinate office activities.
• Proficiency in Microsoft Office and related applications, including preparing professional correspondence, spreadsheets, reports, and presentations.
• Experience maintaining confidential records and filing systems in accordance with records management policies and directives.
• Strong organizational, communication, and problem-solving skills, with sound judgment, discretion, and the ability to manage competing priorities.

Responsibilities

• Youll coordinate daily administrative activities, respond to information requests, manage correspondence, and maintain follow-up systems while ensuring confidential information is handled appropriately.
• Youll prepare and proofread reports, presentations, agendas, minutes, and other materials, coordinate meetings and travel, manage briefing materials, and provide executive calendar and reception coverage as required.
• Youll support budget coordination, expenditure tracking, invoice processing, expense claims, payment requests, and financial reconciliation reports for management review.
• Youll assist with HR administration, recruitment documentation, procurement activities, facilities and accommodation requests, I&IT support, asset inventories, and office resource management.
• Youll coordinate records tracking and document control, maintain confidential filing systems, and ensure administrative, financial, and HR records follow applicable policies and directives.
• Youll research administrative issues, prepare reports and recommendations, support special projects, and maintain effective working relationships with ministry staff, senior leadership, and external stakeholders.

Skills

Administrative support

Government experience

MS Office

Records management

Organizational skills

Communication skills

Job description

Administrative Specialist

Location: Ontario, Canada, work arrangement to be confirmed
Job Type: Contract, Full-Time
Compensation: $28/hour

About the Opportunity

Were seeking a highly organized and adaptable Administrative Specialist to support the daily operations of a provincial government ministry office. This role contributes to the effective delivery of ministry programs and initiatives by coordinating administrative services, maintaining information flow, and supporting efficient office operations.

Working closely with management, internal teams, and external stakeholders, youll provide support across finance, human resources, procurement, facilities, records management, and executive coordination. Your discretion, sound judgment, and ability to navigate government policies and procedures will help ensure the office remains organized, responsive, and compliant.

Whats in it for You

• Gain exposure to provincial government operations, ministry programs, and executive office practices.
• Collaborate with leaders and stakeholders across multiple administrative functions.
• Expand your experience in financial coordination, HR administration, records management, and executive support.
• Contribute to projects and process improvements that enhance operational efficiency.

Your Responsibilities

• Youll coordinate daily administrative activities, respond to information requests, manage correspondence, and maintain follow-up systems while ensuring confidential information is handled appropriately.
• Youll prepare and proofread reports, presentations, agendas, minutes, and other materials, coordinate meetings and travel, manage briefing materials, and provide executive calendar and reception coverage as required.
• Youll support budget coordination, expenditure tracking, invoice processing, expense claims, payment requests, and financial reconciliation reports for management review.
• Youll assist with HR administration, recruitment documentation, procurement activities, facilities and accommodation requests, I&IT support, asset inventories, and office resource management.
• Youll coordinate records tracking and document control, maintain confidential filing systems, and ensure administrative, financial, and HR records follow applicable policies and directives.
• Youll research administrative issues, prepare reports and recommendations, support special projects, and maintain effective working relationships with ministry staff, senior leadership, and external stakeholders.

Skills and Qualifications

• 3+ years of progressive administrative support experience, ideally within a government or similarly complex organization.
• Knowledge of government administrative policies and procedures, particularly in finance, HR, budgeting, procurement, accommodation, I&IT, and issues management.
• Understanding of ministry programs, objectives, directives, and guidelines to respond to inquiries, provide guidance, and coordinate office activities.
• Proficiency in Microsoft Office and related applications, including preparing professional correspondence, spreadsheets, reports, and presentations.
• Experience maintaining confidential records and filing systems in accordance with records management policies and directives.
• Strong organizational, communication, and problem-solving skills, with sound judgment, discretion, and the ability to manage competing priorities.

Why Partner with Altis

If youve never worked with a staffing agency before, dont worry, we make it easy. Youll still engage directly with the client while we handle the logistics, provide guidance, and keep you informed every step of the way. Well represent your strengths, guide you through each stage of the process, and ensure the experience feels personal and transparent.

Thank you for considering this opportunity with Altis. Learn more about what its like to work with Altis: [altisrecruitment.com/working-with-altis]

All qualified applicants will receive fair consideration for employment. We welcome individuals of all backgrounds, experiences, and identities including those who identify as women, members of racialized groups, Indigenous Peoples, persons with disabilities, and 2SLGBTQIA+ communities. If you require an accommodation, please review our accessibility policy and reach out to our accessibility officer with any questions.