Talent Pool - Administrative Assistant

Environment, Conservation and Parks | Environnement, Protection de la nature et Parcs; Toronto; On-site; CAD 37,000 - 43,000; Full time

Benefits offered by this job

Flexible learning opportunities

Mentorship programs

Competitive compensation and benefits

Job summary

The Ontario Public Service (Centre of Forensic Sciences) is seeking an Administrative Assistant to provide frontline secretarial support in a high-volume environment. You will handle calls, mail, meetings, and document production while maintaining confidentiality and following strict protocols.

Ideal candidates are organized, detail-oriented, and able to work with staff, clients, and vendors, contributing to the laboratory's smooth operation and quality systems compliance.

Qualifications

• Experience in routine high-volume administrative environments.
• Adherence to administrative policies, procedures and protocols.
• Strong organization and time-management abilities amid changing priorities.
• Knowledge of routing inquiries, calendars, travel, mail, and accessible documents.
• Ability to prepare and proofread correspondence and documents.

Responsibilities

• Answer and direct telephone calls and greet visitors.
• Maintain filing system and mail flow, including evidentiary containers.
• Organize meetings and arrange travel; provide back-up support.
• Prepare letters, reports, forms, presentations, and spreadsheets.
• Handle confidential case reports using secure systems and databases.
• Enter data and generate management reports; track client feedback.
• Support quality documents and records retention; assist HR with recruitment.

Skills

High-volume admin

Policy adherence

Time management

Document preparation

Confidentiality

Communication skills

Tools

Word

Excel

Databases

Job description

Apply By:Friday, October 30, 2026 11:59 pm EDT

Public Safety - Centre of Forensic Sciences

Position(s) language:

Job term:

Permanent, Temporary up to 18 months

Job code:

08OAD - Office Administration 08

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

Do you have experience working in a routine, high throughput environment in an administrative role? Are you systematic in your work and able to follow protocols, yet confident and capable of solving problems on your own initiative when required? If you value quality and enjoy working within a team supporting the broad objectives of a large organization, we invite you to apply for the role of Administrative Assistant with the Ontario Centre of Forensic Sciences (CFS). We are seeking experienced administrative professionals who are self-reliant, detail-oriented, and highly organized to provide secretarial and administrative support to managers and CFS staff. Administrative Assistants at the CFS play an integral role in ensuring that the laboratory functions seamlessly. They provide frontline essential services for the organization, interacting with staff, clients, stakeholders and auxiliary personnel within and external to the laboratory. A positive demeanor and excellent communication skills are prerequisites to be successful in this role.

About the job

• answer and direct telephone calls and greet visitors;
• maintain CFS filing system;
• receive, sort, distribute and track incoming mail, including evidentiary containers, and outgoing mail;
• organize meetings and make arrangements;
• provide back-up support for other administrative personnel;
• prepare documents such as letters, reports, forms, presentations, and spreadsheets and distribute as directed;
• communicate confidential case reports/documents and notifications to clients using web-based, encrypted systems for secure documents transfer via email;
• database data entry and generation of reports for management;
• distribution of client feedback surveys and letters, maintain feedback records;
• manage administrative and quality documents to adhere to records retention and accreditation requirements;
• assist with the delivery of annual quality system programs;
• provide human resources support to managers, including recruitment.

What you bring to the team

Administrative skills

• You have demonstrated experience working in a routine high-volume administrative environment.
• You can adhere strictly to administrative policies, procedures and protocols.
• You have demonstrated organization skills to determine work priorities, and effectively manage your time in an environment of changing administrative pressures.
• You have knowledge of administrative procedures to route telephone inquiries or correspondence from clients, coordinate calendars, make travel and meeting arrangements, sort, distribute, and track incoming/outgoing mail and create accessible documents.
• You can prepare and proofread correspondence and other documents.

Analytical and Problem-solving skills

• You can determine priorities and manage conflicting deadlines.
• You are able to determine the most effective format to present information when preparing materials.
• You can recognize non-conforming or atypical issues and take independent action to resolve them.

Communication skills

• You have demonstrable written, oral and interpersonal communication skills to effectively interact with fellow staff, managers, clients and external vendors.
• You can maintain confidentiality when required.
• You have written communication skills to compose correspondence materials while ensuring accuracy in grammar and spelling.

Knowledge

• You are able to gain and retain knowledge of quality assurance and accreditation standards specifically for forensic laboratories related to a variety of administrative functions.
• You have a general understanding of health and safety practices and procedures as it pertains to working in a laboratory environment.

Computer skills

• You have experience using computer software programs including word-processing, spread sheets and databases (e.g. Word and Excel) to the extent that you can enter and retrieve information and produce materials such as reports, tables and correspondences.
• You possess sufficient computer literacy to learn new task-specific computer applications.

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 a wide range of 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
• a comprehensive compensation and benefits package
• base salary that aligns to market trends with performance-based pay and scheduled salary progression
• tailored work arrangements, including opportunities like flex hours, self-funded leave and more
• a modern, friendly and accessible physical work environment

Additional information:

Apply by:

Friday, October 30, 2026 11:59 pm EDT

• English Temporary, duration up to 18 months, 25 Morton Shulman Ave, Toronto, Toronto Region, Criminal Record Check
• English Permanent, 25 Morton Shulman Ave, Toronto, Toronto Region, Criminal Record Check
• The number of positions to be filled has not been identified at this time. This competition will be used to create an eligibility list of qualified candidates to fill upcoming opportunities within the next eighteen months following the closing date of the job ad posting.
• 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.