Job Program Administrative Assistant in Hamilton

Program Administrative Assistant

Hamilton
Job description
The Victims and Vulnerable Persons Division (VWAP) is looking for a Program Administrative Assistant to provide clerical and administrative support to a newly amalgamated regional office to support a front-line program delivery offices through transfer payment agencies (TPAs).

OPS Commitment to Diversity, Inclusion, Accessibility, and Anti-Racism:

We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.

We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.

Visit the OPS Anti-Racism Policy and the OPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.

We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the "How to apply" section if you require a disability-related accommodation.

What can I expect to do in this role?

You will:
  • prepare standard correspondence and documents required for establishing new programs and ongoing payment/reporting processes
  • organize and maintain TPA database/mailing list, records and filing systems
  • assist with organizing regional meetings for community development and staff training activities
  • summarize client satisfaction survey results, program statistics and quality service information
  • assist management with coordinating recruitment processes (i.e. prepare interview packages, schedule interviews, close competition files, etc)
  • gather, compile, enter and retrieve information from administrative database systems i.e. WIN (Workforce Information Network), CCM (Correspondence Control Management) and IFIS (Integrated Finance Information System)
  • liaise with Ministry contacts to resolve pay and position discrepancies
  • provide reception services, and track and distribute incoming correspondence
  • coordinate meetings and travel arrangements for management and staff


How do I qualify?

Mandatory:

  • you have typing skills to 50 words per minute


Technical Knowledge:

  • you demonstrate knowledge of office methods/procedures, and administrative processes/practices to provide assistance/support
  • you have the ability to acquire knowledge of Transfer Payment Agency administration, and related practices and policies
  • you can apply HR policies, procedures and related legislation to assist managers in resolving pay and benefit administration issues


Analytical and Problem Solving Skills:

  • you are able to determine appropriate administrative procedures and processes when preparing documents and responding to inquiries
  • you can identify and correct issues/problems, and provide solutions/options
  • you exercise judgement, tact and diplomacy when communicating with Ministry staff and external stakeholders
  • you have arithmetic skills to prepare expense claims and statistical reports


Computer Skills:

  • you have knowledge of program systems such as VIMS and statistical reporting systems to generate reports
  • you have experience with administrative database systems such as WIN and CCM
  • you are proficient with Microsoft Office software including Word, Excel and PowerPoint
  • you are able to type 50 words per minute


Communication Skills:

  • you have excellent written communication skills to compose routine correspondence in response to requests
  • you are able to respond to internal/external inquiries and explain pay and benefits processes to new and existing staff


Organizational Skills:

  • your strong organizational skills enable you to establish and maintain filing systems, arrange conferences/meetings and coordinate administrative support activities
  • you are able to work in a high pressure environment while meeting strict deadlines

OPS Commitment to diversity, inclusion, accessibility, and anti- racism: We are committed to build a workforce that reflects the communities we serve and to promote a diverse, anti-racist, inclusive, accessible, merit-based, respectful and equitable workplace.
We invite all interested individuals to apply and encourage applications from people with disabilities, Indigenous, Black, and racialized individuals, as well as people from a diversity of ethnic and cultural origins, sexual orientations, gender identities and expressions.
Visit the OPS Anti-Racism Policy and theOPS Diversity and Inclusion Blueprint pages to learn more about the OPS commitment to advance racial equity, accessibility, diversity, and inclusion in the public service.
We offer employment accommodation across the recruitment process and all aspects of employment consistent with the requirements of Ontario's Human Rights Code. Refer to the application instructions below if you require a disability-related accommodation.

Additional Information:

Address:
  • 1 Temporary, duration up to 18 months, 119 King St W, Hamilton, West Region, Criminal Record and Judicial Matters Check

Compensation Group:
Ontario Public Service Employees Union

Understanding the job ad - definitions
Schedule:
3.7

Category:
Administrative and Support Services

Posted on:
Thursday, September 22, 2022

Note:
  • In accordance with the Ontario Public Service (OPS), Employment Screening Checks Policy (ESCP), the top candidate(s) may be required to undergo a security screening check. Refer to the above to determine the screening checks that are required for this position.

    Required security screening checks along with your written consent, will be sent to the Transition and Security Office (TSO), Corporate Talent Programs Branch, Talent and Leadership Division to evaluate the results. If applicable, the TSO, with your written consent, will request and obtain any additional employment screening checks that were not obtained directly by you.

    A record under the Criminal Code and/or other federal offence record(s) does not automatically mean you will be ineligible for the position. The employment screening check(s) will only be reviewed and evaluated by the TSO for the purpose of making a security clearance decision. The details of an individual's employment screening check(s) will be considered in specific relation to the duties and responsibilities of the position being filled. Employment screening check records will be maintained by the TSO and kept strictly confidential.
  • N-AG-187713/22

Job Program Administrative Assistant in Hamilton

Ministry of the Attorney General

Hamilton