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Administrative and FOI Coordinator for provincial government ministry client, downtown Toronto.

Marberg Job Number: 2230.
Job Type: Temporary.
Initial Term:  April 2, 2024 to September 27, 2024.
Compensation: $32 per hour.
Recommended Application Date: Immediately – please note that we are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.
Regular Work Hours:  FULL TIME HOURS / 7.25 hours per day not including 1 hour unpaid lunch break, to be worked during regular business hours, Monday to Friday (36.25 work hours per week).
Work Location: 100% onsite at client’s downtown Toronto office, near TTC station.

Administrative and FOI Coordinator – Responsibilities Summary:
To provide and coordinate administrative and FOI (Freedom of Information) request services for Branch office, working in accordance with ministry directives, administrative manuals and established program area guidelines.

Freedom of Information Requests
Process Freedom of Information (FOI) requests in compliance with Ministry policies and directives, and provide advice and support services regarding disclosure of information to Branch program areas and staff as required, including:

  • Prepare requested FOI documents for release including redaction, photocopying and scanning.
  • Prepare supporting FOI request correspondence including fees estimates, statutory notices to affected third parties, extensions of statutory time-limits for responding to FOI requests, and FOI requests transfer to other institutions.
  • Maintain FOI requests tracking system and create reports on the status of requests and appeals.
  • Assist in identifying and coordinating access and privacy issues.
  • Research Information and Privacy Commissioner/Ontario (IPC) case law, other case law, and applicable government guidelines and directives, and provide information summaries.
  • Additional administrative, coordinative and research responsibilities in support of FOI requests as required.

Administrative Coordinator Responsibilities
Act as backup to Branch Administrative Coordinator as needed, including:

  • Manage Director’s Outlook calendar and schedule meetings on their behalf.  Prepare and distribute related agenda and materials; take and preparing minutes; book travel and accommodations; and provide any necessary communications to staff. 
  • Provide administrative support services to Branch office staff and management team including completion and tracking of online forms and IT requests.
  • Provide administrative support for Branch’s monthly financial reporting, including reconciliation of P-cards, working with IFIS system and other online financial tracking systems.
  • Coordinate office facilities supports for the Branch including recycling pickup, stationary purchases, IT service contracts, etc. 
  • Assist with financial processing and budget administration activities, including providing supporting information for budget estimates and expenditure forecasts, and administering and monitoring monthly payments, invoices, purchase requisitions, petty cash fund, fleet management expenditures, purchasing cards and expense claims reconciliations.  Generate statistical reports for Head Office. Ensure financial transactions compliance with ministry policies and directives. 
  • Liaise with Branch staff and other ministry branches on various matters including employee status changes, training and development requirements, resource requirements, and assets and supplies purchasing.
  • Provide word processing services including correspondence, speeches, presentations, graphics; ensuring accuracy of grammar, spelling and syntax as well as proper formats for appropriate signature.  Compose routine correspondence independently or from brief instructions. 
  • Supervise receipt, sorting, processing, tracking and distribution of incoming correspondence and requests.  Triage and assign correspondence and requests to office staff for response, flagging non-routine items for Director’s attention as needed. 
  • Maintain a response bring forward system, and track correspondence for signature, ensuring response completion within deadlines. 
  • Additional administrative and business operations responsibilities as required. 

Administrative and FOI Coordinator – Qualifications:    
Education:  Post Secondary Degree or Diploma in Public Administration, Business Administration, or similar discipline.
Preferred Work Experience:  At least 3+ years of experience in a similar role, working with Freedom of Information (FOI) requests or other matters falling under the jurisdiction of Ontario and Canadian privacy legislation.
Preferred Sector Experience:  Government or Broad Public Sector work experience preferred.

Technical and Language Skills Requirements:    

  • Advanced proficiency in MSOffice Word, Excel, Outlook and PowerPoint (will be tested).
  • Strong typing and data entry skills (will be tested).
  • Familiarity with Internet research using online websites and social media sites.
  • Demonstrated ability to take minutes and compose routine business correspondence.
  • Superior English communication skills, both written and verbal, including advanced level business writing skills, excellent spelling, grammar, proofreading and syntax, and polished, professional telephone manners.

Administrative and FOI Coordinator – Task -Based Qualifications and Additional Attributes:     

  • Demonstrated sound understanding of the Freedom of Information and Protection of Privacy Act (FIPPA) and regulations.
  • Demonstrated sound understanding of the principles and philosophy of privacy protection.
  • Demonstrated ability to interpret and apply provincial information and privacy legislation, regulations and related procedures.
  • Punctual, responsible, and reliable.  Demonstrated record of professional conduct and character.
  • Focused and able to work effectively with minimal direction and supervision, to prioritize tasks effectively, and to manage volume targets and due dates.
  • Pleasant and courteous.  Demonstrated commitment to client service and professional representation of the organization.  
  • Superior attention to detail, and organized, methodical approach to completion of tasks.
  • Demonstrated ability to work well both independently and collaboratively, and in an advisory capacity, and liaise effectively with a wide and diverse range of internal and external stakeholders.

Additional Requirements:    

  • Must be legally entitled to work in Canada, providing satisfactory documentation upon request.
  • Ability to work 100% onsite, abiding by organization health and safety policies.
  • Ability to declare personal Non-Conflict of Interest in execution of assignment responsibilities.
  • Ability to complete a satisfactory Provincial Government security check, possibly including a Fingerprint Check, prior to assignment start.  Please note that Marberg will reimburse for the cost of the security checks upon confirmation of assignment start and submission of approved expense receipts.
  • Provision of certification of AODA and OHSA online training course completion prior to assignment start.
  • Additional satisfactory Background Checks, Technical Skills Evaluations, and Employment References as required.

We thank all applicants for their interest but wish to advise that only those selected for an interview will be contacted.

Please note that Marberg Staffing updates job posts regularly, and external job boards may not reflect these changes in a timely fashion. Please refer to https://marberg.com/career-portal for the most current information including salary range.

Please note that for this position, Marberg Staffing only accepts applications through LinkedIn and marberg.com.

Candidates are only contacted via official phone call or email from Marberg Staffing. Please disregard any initial contact through other mediums such as text message or social media.

Marberg is committed to supporting workplace diversity and inclusivity, to reflect the demographic profile of all Ontarians.  Applications are encouraged from equity seeking groups including people of colour, Indigenous people, individuals with disabilities, and people from the LGBTQ2S community.

Job ID: 2230

Location: Canada Ontario Toronto

Category: Administrative, Government

Salary: Competitive

Responsibilities



Qualifications

Number Of Positions 1

Pay Rate 32

Date Updated 03/22/2024

Status New

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