Office Assistant, Occupational Health and Safety - 100% Regular (External Posting - for ESP Casuals/Terms)

Ottawa-Carleton District School Board; Ottawa; On-site; CAD 50,000 - 61,000; Full time

Job summary

The Ottawa-Carleton District School Board is seeking a creative, dynamic Office Assistant to support the Occupational Health and Safety team at Confederation Education Centre. This full-time, 35-hour-per-week role reports to the OH&S Team Manager and involves preparing documents, coordinating meetings, and maintaining records.

A one-year college diploma in office administration with 1-2 years of clerical experience is preferred, alongside strong computer skills, minute-taking, and a commitment

Qualifications

• Completion of a one year community college diploma in office administration, and 1-2 years of relevant administrative and clerical experience.
• Knowledge of relevant Board policies and procedures; the Workplace Safety and Insurance Act and Ontario Occupational Health and Safety Act, Municipal Freedom of Information and Protection of Privacy Act and other relevant legislation, as well as the Board's purchasing manual, administrative and office procedures.
• Strong computer skills proficiency in word processing, spreadsheets and databases, desktop publishing skills.
• Ability to take and transcribe minutes of meetings.
• Strong interpersonal and (verbal and written) communication skills to provide, exchange and clarify information, and respond to inquiries, which may be of a sensitive nature, using tact, diplomacy, discretion.
• Proficient initiative and judgment skills required for actioning routine matters.
• Strong organization and time management skills required to prioritize work, manage multiple and concurrent priorities.
• Proven ability to maintain confidentiality of employee information and files.
• Strong accounting skills and the ability to maintain budget transactions and related records.
• Ability to organize and schedule various training sessions by confirming dates, booking rooms, ordering refreshments, etc.
• Experience maintaining and approving absences for training and inspections.
• Proficient in preparing and distributing memorandums, letters, bulletins, information sheets and other documents.

Responsibilities

• Responding to and directing inquiries;
• Preparing correspondence, reports and other documents;
• Coordinating meetings and appointments;
• Attending and taking minutes at meetings;
• Creating and maintaining databases and spreadsheets;
• Preparing and processing forms;
• Tracking and compiling related OH&S reports;
• Maintaining and administering financial accounts for the division;
• Performing other related duties for the OH&S Team.

Skills

Office administration

Clerical experience

Minutes taking

Interpersonal communication

Organization & time management

Confidentiality

Budget transactions

Training coordination

Education

One year community college diploma in office administration

Tools

Word processing

Spreadsheets

Databases

Desktop publishing

Job description

External Posting - applications from approved casual and term ESP employees and external candidates. (Regular (permanent) ESP employees must apply to the Internal posting)

About the OCDSB: The Ottawa-Carleton District School Board is the largest school board in Eastern Ontario and offers students and parents a world of choice for learning. Our nearly 150 schools offer a wide range of programs to promote learning excellence and meet the individual needs of students, parents, and the community at large. Our schools are teaching communities where principals, vice-principals, teachers and support staff nurture student well-being and challenge students to achieve their best.

We are seeking a creative, dynamic, committed professional to join our team:

OFFICE ASSISTANT, OCCUPATIONAL HEALTH AND SAFETY

Location: Confederation Education Centre
Position Status: 1.0 Regular, Full-time, 12 month work year
Hours of Work: Monday to Friday, 35 hours per week
Affiliation: OSSTF District 25 - Educational Support Professionals (ESP)
Salary range: $49,556 to $61,287 per annum (Level 5)

Job Summary

Under the direction of the Team Manager of Occupational Health and Safety (OH&S), the OH&S Office Assistant provides direct support to the Occupational Health and Safety Team by: responding to and directing inquiries; preparing correspondence, reports and other documents; coordinating meetings and appointments; attending and taking minutes at meetings; creating and maintaining databases and spreadsheets; preparing and processing forms; tracking and compiling related OH&S reports; maintaining and administering financial accounts for the division; and perform other related duties for the OH&S Team.

Qualifications

• Completion of a one year community college diploma in office administration, and 1-2 years of relevant administrative and clerical experience; or an equivalent combination of education and experience.
• Knowledge of relevant Board policies and procedures; the Workplace Safety and Insurance Act and Ontario Occupational Health and Safety Act, Municipal Freedom of Information and Protection of Privacy Act and other relevant legislation, as well as the Board's purchasing manual, administrative and office procedures.
• Strong computer skills proficiency in word processing, spreadsheets and databases, desktop publishing skills.
• Ability to take and transcribe minutes of meetings.
• Strong interpersonal and (verbal and written) communication skills to provide, exchange and clarify information, and respond to inquiries, which may be of a sensitive nature, using tact, diplomacy, discretion.
• Proficient initiative and judgment skills required for actioning routine matters.
• Strong organization and time management skills required to prioritize work, manage multiple and concurrent priorities.
• Proven ability to maintain confidentiality of employee information and files.
• Strong accounting skills and the ability to maintain budget transactions and related records.
• Ability to organize and schedule various training sessions by confirming dates, booking rooms, ordering refreshments, etc.
• Experience maintaining and approving absences for training and inspections.
• Proficient in preparing and distributing memorandums, letters, bulletins, information sheets and other documents.

OCDSB employees serve students, colleagues, families and community partners. We invite people of all abilities, orientations, faiths, ethnicities, races, genders and ages to join us as we create learning and working spaces that honour the unceded and unsurrendered land of the Algonquin people, and respect, value and increasingly reflect the diversity of Ottawa. Your lived experience is an essential contribution to deliver the education every student deserves with dignity.