Clerical Assistant

Fonction publique de l'Ontario; Hamilton; On-site; CAD 37,000 - 43,000; Full time

Job summary

The Ontario Public Service in Hamilton is seeking a Clerical Assistant to support the Claims Services Branch, providing clerical and administrative services to enable program activities and information systems. You will prepare documents, verify incoming materials, handle correspondence, maintain databases, and collaborate with other branches to ensure efficient claims processing and reliable office operations.

This 5-day on-site role at 119 King St. W.

Qualifications

• You have knowledge of administrative procedures and processes to review, gather and assess data from various program sources.
• You are able to prepare statistical reports, prepare requisitions and resolve discrepancies with invoices.
• You have knowledge of records management and file retention schedules to maintain filing systems.
• You have mathematical skills for checking calculations and reports to ensure accuracy.

Responsibilities

• Prepare and produce various documents.
• Review and verify incoming documents for accuracy following prescribed standards and processes.
• Prepare and send responses adhering to policies and standards of the unit.
• Communicate with stakeholders, investigate/resolve problems and provide information.
• Assist with administrative activities and maintain databases.
• Collaborate with other branches on cross functional initiatives
• Provide technical support to team members.
• Prepare production reports, attendance forms, and statements.
• Order supplies and request equipment or building maintenance.
• Respond to telephone and mail inquires.
• Maintain manuals and automated files, records, documents/manuals ensuring information is up-to-date using retention schedules.

Skills

Administrative procedures

Statistical reporting

Records management

Mathematical skills

Organizational skills

Analytical skills

Communication skills

Interpersonal skills

Computer skills

Word processing

Spreadsheets

Databases

Tools

Word processing

Spreadsheets

Databases

Job description

Job code:

08OAD - Office Administration 08

$26.92 - $31.31 Per hour*
*Indicates the salary listed as per the OPSEU Collective Agreement.

Come join a dynamic team in Hamilton!

Are you a dedicated, reliable individual capable of providing clerical and administrative services to support program activities, information systems, and office requirements? If so, consider bringing your administrative and organizational skills to our Claims Services Branch team.

The Claims Services Branch plays a key role in supporting the administration of the Ontario Health Insurance Plan (OHIP). The branch is responsible for processing and assessing health care claims, supporting provider registration and payment activities, maintaining claims information, and providing guidance to health care providers and stakeholders on billing policies and procedures.

If you are someone who thrives in a fast-paced environment while able to deliver exceptional clerical and administrative services, who want to hear from you!

About the job

As the Clerical Assistant, you will:

• Prepare and produce various documents.
• Review and verify incoming documents for accuracy following prescribed standards and processes.
• Prepare and send responses adhering to policies and standards of the unit.
• Communicate with stakeholders, investigate/resolve problems and provide information.
• Assist with administrative activities and maintain databases.
• Collaborate with other branches on cross functional initiatives
• Provide technical support to team members.
• Prepare production reports, attendance forms, and statements.
• Order supplies and request equipment or building maintenance.
• Respond to telephone and mail inquires.
• Maintain manuals and automated files, records, documents/manuals ensuring information is up-to-date using retention schedules.

NOTE: The position will require you to work from 119 King St. West, Hamilton, 5-days a week.

What you bring to the team

Administrative knowledge and skills:

• You have knowledge of administrative procedures and processes to review, gather and assess data from various program sources.
• You are able to prepare statistical reports, prepare requisitions and resolve discrepancies with invoices.
• You have knowledge of records management and file retention schedules to maintain filing systems.
• You have mathematical skills for checking calculations and reports to ensure accuracy.

Organization and analytical skills:

• You have demonstrated organizational skills and judgment to balance multiple priorities and meet tight deadlines.
• You use your analytical skills to determine appropriate formatting when preparing correspondence and reports to effectively present information.

Communication and interpersonal skills:

• You can communicate effectively to liaise with management, staff and external contacts to discuss and resolve issues.
• You can prepare routine written correspondence and statistical reports related to program activities or services while ensuring accuracy in grammar and spelling.

Computer skills:

• You are proficient with computer operations and related software applications for word processing, spreadsheets, and databases.

Don't meet every qualification?

If you are excited about this position and meet most, but not all, of the listed qualifications, please still consider applying. We recognize that no one person might have every qualification in this job ad, and you just might be the right candidate!

How we support diversity, inclusion and accessibility

We are building an inclusive workforce that reflects the communities we serve. We encourage everyone interested in working with us to apply, including people with disabilities, Indigenous, Black and racialized individuals, as well as people from all ethnicities, cultures, sexual orientations, gender identities and gender expressions.

Our hiring process is accessible, consistent with Ontario's Human Rights Code and the Accessibility for Ontarians with Disabilities Act, 2005. We are working to prevent and remove barriers in our hiring processes and can offer accommodation to address specific needs related to Code-protected grounds such as disability, family status and religion. For more information about accommodation during the hiring process please contact us.

Learn more about the work the OPS is doing to create an inclusive, anti-racist, accessible and diverse workplace:

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

What we offer

The Ontario Public Service is one of Ontario's largest employers. Employees work for 29 ministries, with offices in more than 70 cities across the province. We offer:

• a career that can grow across ministries and job functions
• flexible learning and developmental opportunities, including education and mentorship programs
• many employee networks offering support for and education about underrepresented groups

This role comes with a comprehensive compensation and benefits package that includes:

• a defined-benefit lifetime pension plan (guaranteed, ongoing inflation-protected income after retirement)
• group health, dental, life and disability benefits
• a range of vacation and leave options
• an Employee and Family Assistance Program, which provides confidential counseling services

Additional information:

• 1 English Temporary, duration up to 12 months, 119 King St W, Hamilton, West Region, Criminal Record Check
• About security checks:
  A criminal or other federal offence record does not automatically disqualify you from the position. We consider each situation based on the position's responsibilities.
  If a check is needed and you've lived outside of Canada in the past 5 years for 6 or more months in a row, or if you are not a Canadian resident, you'll need to provide an out-of-country police clearance certificate from the country you lived in.
  Employment screening checks are only reviewed and evaluated by the Transition and Security Office, which also maintains them and keeps them strictly confidential.

Language requirements and assessment:
All external Ontario Public Service (OPS) job ads are posted in English and French. Check the "position(s) language" section at the top of each job ad for the language requirements. For all roles, candidates are assessed in English, the business language of the OPS. If the position is bilingual (English/French), you'll also need to pass a French-language proficiency test.