Office Administrator

Legislative Assembly of Ontario / Assemblée législative de l’Ontario; Toronto; On-site; CAD 40,000 - 70,000; Full time

Job summary

An established industry player is seeking an Office Administrator to join their dynamic team. This role involves providing exceptional customer service to a diverse group of stakeholders, managing correspondence, and offering crucial administrative support. You will play a vital role in ensuring the smooth operation of the office, coordinating appointments, and assisting with financial administration. The ideal candidate will possess strong communication skills, attention to detail, and proficiency in Microsoft Office products. Join a supportive work environment that values diversity and offers opportunities for professional growth and development.

Benefits

Comprehensive benefit package

Pension package

Short term sickness plan

Personal days

Employee and family assistance program

Training and development support

Qualifications

• Completion of some post-secondary education or training, equivalent to 1 year of college.
• Excellent telephone manner and communication skills.

Responsibilities

• Provide courteous, tactful and prompt customer service to diverse stakeholders.
• Coordinate appointments and meetings for the Commissioner.

Skills

Customer Service

Communication Skills

Planning and Organizational Skills

Attention to Detail

Education

Post-secondary education or training

Tools

Microsoft Office Suite

Office 365

Job description

The Office of the Integrity Commissioner is looking to fill the position of Office Administrator. In this role you must be tactful and non-partisan, providing courteous front-line service to a diverse group of callers and visitors. The Office Administrator reports to the Manager, Communications and Outreach, and will be expected to provide key administrative and financial support, as well as assist with tasks related to the Office’s legislated mandates.

What You’ll Do
You’ll act with integrity to:

• Provide courteous, tactful and prompt customer service to a diverse group of stakeholders and visitors including Members of Provincial Parliament (MPPs), public servants from government ministries and agencies, lobbyists, members of the public and media.
• Address incoming correspondence and confidential mail, maintain mailing lists and databases, and documents, as well as, monitoring incoming telephone call statistics, and office operations and communicates urgent issues.
• Coordinate telecommunication and other services for Office staff, including setting up accounts and updating public contact information.
• Provide general administrative support including preparing document binders, bulk mailing, scheduling appointments and meetings, and booking travel.
• Provide expenditure administration, including processing invoices for payment, creating purchase orders and communicating with vendors, and providing records management administration in accordance with Office Records Information Management policy.

You’ll support our collaboration as you:

• Coordinate appointments and meetings on behalf of the Commissioner with all MPPs as part of the financial declaration process mandated by the Members’ Integrity Act, 1994. Maintain a detailed schedule of all appointments, required follow-up documents, and support Office staff in the preparation, review and filing of public financial statements with the Clerk of the Legislative Assembly.
• Provide administrative support for the Commissioner, Deputy Commissioner and Manager, Communications and Outreach and other Office staff; this includes researching and verifying information, preparing background material, composing correspondence and handling confidential information.
• Maintain and monitor inventory of office supplies, assets, and equipment, placing supply orders as needed, and updating the asset inventory.
• Assist the Manager, Communication and Outreach with the organization of outreach and training events, including coordinating event registration and logistics.

How You Qualify
You demonstrate excellence through your:

• Completion of some post-secondary education or training, equivalent to 1 year of college, with knowledge of spelling and grammar sufficient to draft routine correspondence and proofread documents for grammatical errors.
• Excellent telephone manner and communication skills, and ability to write, speak and interact clearly and professionally.
• Planning and organizational skills to coordinate and undertake a full range of administrative and executive support activities for the Office.
• Proficiency of Microsoft Office products, including Outlook, Office 365, Word, Excel, PowerPoint, etc.
• Understanding of the fundamental principles of the Members’ Integrity Act, 1994, Lobbyists Registration Act, 1998, the Public Service of Ontario Act, 2006, and other Acts for which the Commissioner is responsible.

Here’s what awaits you:

• A dynamic, unique work environment
• A team of dedicated professionals
• A comprehensive benefit and pension package including a comprehensive short term sickness plan and personal days
• Support for your career through training and development
• Access to an employee and family assistance program

Applicants are encouraged to review the Office of the Integrity Commissioner website: www.oico.on.ca

If you’re ambitious, passionate, and ready to make your mark, seize the opportunity by selecting “Apply Now” at the bottom of the page.

To apply for this position Applications must include letter of interest and resume. Please indicate File No. and position title in your application.

The Office of the Integrity Commissioner is proud to be an equal opportunity employer who champions diversity and inclusion. We foster an environment where unique perspectives are valued, ensuring that everyone has the opportunity to make a meaningful impact. If you need accommodations during the application process, please don’t hesitate to reach out to us at [e-mail].

While we appreciate your interest in obtaining employment with the Office of the Integrity Commissioner, only those selected for an interview will be contacted.