Reception/admin Assistant

Description:

Knowledge of OPS administrative/office policies, procedures, and guidelines for responding to inquiries, routing correspondence, establishing and maintaining filing systems, and ordering office supplies.

Demonstrate knowledge and skill in the use of personal computer operation and software programs to produce correspondence, reports, memoranda, spreadsheets, and presentations, and to maintain records and databases, schedule appointments, and respond to general inquiries.

Interpersonal skills and tact to provide front desk services, deal with inquiries where it is not possible to release information, and request information from staff members and program specialists.

Oral communication skills and courtesy to answer telephones and provide information on program area to OPP staff and the general public, to transfer calls to appropriate staff, to greet visitors both internal & external to the OPP, to deal with hotel and travel agency staff when making travel and accommodation arrangements, and co-ordinate meetings.

Listening skills to provide appropriate information to callers and visitors and when taking instructions from manager.

Written communication skills to compose straightforward letters, such as acknowledgements, from brief verbal instructions and to proofread material to ensure accuracy in grammar, spelling, sentence structure, and punctuation when typing letters, memoranda, and reports.

Problem solving and analytical skills to determine relevant information to provide to program staff, solve position management problems, determine the most effective way to present material when typing correspondence, reports, charts and tables and to resolve problems by trying different layout formats or software packages. Ability to identify potential problems, and takes the initiative to follow through.