Contract Services Clerk

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

Job summary

The Ontario Public Service in North Bay is seeking an organized Administrative Assistant for a 12-month temporary contract within the Construction Management Office. You will process invoices, verify payments, monitor funds and manage office assets in a collaborative provincial program.

You will support Maintenance Coordinators and Superintendents, arrange meetings, purchase supplies, and maintain filing systems, both manually and digitally, using strong attention to detail and financial

Qualifications

• You have: knowledge of administrative, financial processes and procedures as well as financial systems to reconcile expenditures, and process payments
• Ability to obtain knowledge and understanding of contract administration procedures for payment verification.
• Mathematical skills to verify budgets and invoices for accuracy
• Experience to arrange meetings, purchase supplies, organize and maintain manual and electronic filing systems

Responsibilities

• receive and reconcile invoices for various construction and maintenance programs, verifies charges and supporting documents
• provide information to field staff on payment and contract administration policies and procedures
• monitor expenditures to ensure sufficient funds are available
• maintain Operations office inventories of assets including Fleet, cellphones, cameras and specialized construction equipment
• provide support to Maintenance Coordinators and Superintendents to ensure the maintenance inventory management procedures are followed
• provide administrative support in day-to-day activities such as arranging meetings, purchasing supplies, organize and maintain manual and electronic filing systems

Skills

Administrative skills

Financial processes

Contract administration

Budget verification

Meetings coordination

Filing systems

Interpersonal skills

Communication skills

Organizational skills

Analytical skills

Problem solving

Computer skills

Job description

Transportation Infrastructure Management Division, Capital Program Delivery Branch

City:

North Bay

Position(s) language:

Job term:

1 Temporary assignment/contract for 12 months with possibility of extension

Job code:

08OAD - Office Administration 08

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

Do you consider yourself to be highly organized with strong interpersonal and analytical skills and experienced in providing administrative and clerical support?
Consider this opportunity with the Ministry of Transportation's Capital Program Delivery Branch where you will apply your administrative and organizational skills as an integral part of the Construction Management Office team in this diverse and challenging role.
The Capital Program Delivery Branch provides provincial leadership and local oversight of the construction program, managing the construction cycle, contract management, construction audit, quality assurance, contract claims administration.
Our staff's expertise ensures the consistent management of contracts and contractors. Employees manage issues related to contract management, administration, interpretation, performance and disputes while coordinating a system of quality assurance and acceptance for all materials used in highway construction, including aggregates, asphalt, concrete, structures and electrical. We provide financial management, contract administration expertise, procurement advice and also negotiate the resolution of claims.

About the job

As a member of this highly effective team, you will:

• receive and reconcile invoices for various construction and maintenance programs, verifies charges and supporting documents
• provide information to field staff on payment and contract administration policies and procedures
• monitor expenditures to ensure sufficient funds are available
• maintain Operations office inventories of assets including Fleet, cellphones, cameras and specialized construction equipment
• provide support to Maintenance Coordinators and Superintendents to ensure the maintenance inventory management procedures are followed
• provide administrative support in day-to-day activities such as arranging meetings, purchasing supplies, organize and maintain manual and electronic filing systems

What you bring to the team

Administrative skills and knowledge:

You have:

• knowledge of administrative, financial processes and procedures as well as financial systems to reconcile expenditures, and process payments
• ability to obtain knowledge and understanding of contract administration procedures for payment verification.
• mathematical skills to verify budgets and invoices for accuracy
• experience to arrange meetings, purchase supplies, organize and maintain manual and electronic filing systems

Communication and interpersonal skills:

You have:

• demonstrated interpersonal skills including tact and diplomacy
• experience responding to requests from internal and external clients
• You can convey information or explanations and prepare responses for information and financial requests

Organizational, analytical & problem-solving skills:

• You have well developed organizational, analytical and problem solving skills to provide effective administrative support, set your own deadlines, research and gather information, verify invoices for accuracy and identify issues for further investigation.

Computer skills:

• You have excellent computer skills including knowledge of word processing, spreadsheets and database to produce reports, spreadsheets, correspondence, maintain records and statistical reports.

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, 437 Mckeown Ave, North Bay, North Region

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.