DIVISIONAL AND FINANCIAL COORDINATOR - Jobs in Greater Sudbury, ON

Job Description

Apply your strong executive and financial management skills in this exciting opportunity within the Assistant Deputy Ministers Office (ADMO) of the Corporate Management Division for the Ministry of Energy and the Ministry of Northern Development, Mines, Natural Resources and Forestry.What can I expect to do in this roleIn this position, you will:

• provide divisional financial management support including leadership for the development and monitoring of monthly budgets including spending and alignment with divisional and branch forecasts;
• schedule/reschedule a high volume of competing appointments, meetings, presentations and events for the ADM;
• provide administrative support to divisional staff and ADMs office by preparing

human resources documentation (e.g. WEAR forms, Offer Letters, Hiring Documentation, Attendance etc.);

• coordinate divisional responses to FOI requests including acting as the liaison to the Freedom of Information Office;
• provide division-wide management for information technology needs;
• draft routine correspondence; oversee eCorrespondence management and tracking for the division, format documents, proofread various materials;
• maintain inventory tracking, coordinate reconciliation of assets and complete IT order requests i.e. S.ODO;
• lead and manage the divisional information system such as electronic and hard copy files, records and documents in accordance with the retention schedule;
• receive visitors, respond to internal and external phone calls, process incoming and outgoing mail and respond/resolve inquiries as needed

How do I qualifyFinancial Management Knowledge:

• you have knowledge of procedures and processes relating to budget management, financial accounts processing on IFIS and budget account reporting to review budget account and calendarizations, prepare variance reports, provide suggestions on steps to take to offset budget pressures and to prepare monthly financial analysis reports

Administrative Knowledge and Experience:

• you have knowledge of collective agreements, policies and processes to prepare WEAR forms, offer letters, track attendance and onboarding new staff;
• you have knowledge of established administrative office procedures, protocols directives and guidelines to provide support to all levels of management (e.g. HR, finance, purchasing, filing, records management, accommodations & facilities);
• you have experience coordinating and scheduling meetings/briefings in an executive office setting

Communication and Interpersonal Skills:

• you have excellent customer service skills to act as the designated liaison when dealing with numerous and various internal and external partners and stakeholders;
• you can act with tact and diplomacy when explaining or clarifying information on correspondence, reports, briefing notes;
• you can prepare various materials, including correspondence, reports, briefing notes, contentious notes and fact sheets;
• you can review/proof-read documents for accuracy and completeness

Analytical, Problem-Solving and Time Management Skills:

• you can perform expenditure analysis, assess and monitor program budgets and advise on anomalies;
• you can reconcile financial records and resolve discrepancies;
• you can determine the nature, urgency and appropriate action required and to assess what matters are urgent and should be given priority when performing a variety of tasks with conflicting deadlines;
• you have proven ability to work on own initiative and with minimal supervision, complete multiple tasks within tight time frames

Other Essential Skills:

• you are proficient with office technologies, voice-mail and software programs such as Outlook, MS Office, Excel, and PowerPoint, SharePoint, cloud computing as well as Internet/Intranet;
• you have experience working with various office equipment to copy materials, transmit correspondence, assist staff and coordinate servicing and repairs;
• you have arithmetic skills to verify budget and accounting-related tasks

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 Ontarios Human Rights Code. Refer to the application instructions below if you require a disability-related accommodation.Additional Information:Address:

• 1 Permanent, 159 Cedar St, Sudbury, North Region

Compensation Group: Ontario Public Service Employees UnionUnderstanding the job ad - definitionsSchedule: 3Category: Administrative and Support ServicesPosted on: Wednesday, November 24, 2021Note:

• Effective October 1, 2021, the OPS COVID-19 Safe Workplace Directive requires all Ontario Public Service employees to provide proof they are fully vaccinated, meaning they are fully vaccinated as defined by the Ministry of Health (refer to: COVID-19 Fully Vaccinated Status in Ontario), including 14 calendar days have passed since receiving their final dose of the COVID-19 vaccine.Employees who do not provide proof of full vaccination will be deemed ‘not vaccinated under the Directive and will be required to attend a vaccine education program and undergo regular rapid antigen testing. Employees who are not vaccinated under the policy with a valid medical exemption will not be required to attend a vaccine education program but must undergo regular rapid antigen testing.C-ND-170844/21

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