Administrative Assistant (Bilingual English-French)

• 1 permanent, part-time position working 18.13 hours per week
• 1 full-time, temporary 12 month position working 36.25 hours per week.

About the job

• Responding to/recording inquiries, referring issues to appropriate staff;
• Receiving and reviewing incoming files and materials to determine priorities;
• Establishing/maintaining office filing systems;
• Data input, extracting and formatting data to prepare statistics and routine correspondence;
• Maintaining reception area/waiting room and office equipment; and
• Arranging meetings/coordinating appointments, assisting in training/orientation.

What you bring to the team

Mandatory requirements

• You are proficient in written and oral French at the advanced level Your proficiency level will be confirmed before hire.

Administrative and Office Skills

• You are experienced in managing case files, scheduling, and maintaining organized records.
• You can follow government and ministry procedures to support daily office operations.
• You are comfortable using office software, including word processing, spreadsheets, and databases.
• You understand privacy laws and know how to handle sensitive information appropriately.

Communication and Client Support

• You communicate clearly and respectfully, especially with clients in emotional or crisis situations.
• You can explain legal and program information in a way that's easy to understand.
• You write clearly and accurately, and can prepare and proofread documents.
• You work well with others and contribute to a supportive, team-based environment.

Knowledge of Victim Services and the Justice System

• You understand V/WAP services, policies, and the needs of victims.
• You are familiar with the criminal justice system and can explain court processes and legal terms.
• You know how to prioritize case information and support clients through legal proceedings.
• You are aware of community and emergency services and can connect clients to the right supports.

Analytical and Problem-Solving Skills

• You can review and prioritize documents and identify key information.
• You are able to resolve issues with financial records, travel claims, or billing.
• You can manage multiple tasks and adapt to changing priorities.
• You look for ways to improve processes and support efficient office operations.

Don't meet every qualification?

How we support diversity, inclusion and accessibility

• diversity, equity and inclusion initiatives
• accessibility
• Anti-Racism Policy

What 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:

• 1 Bilingual English/French Permanent - Regular PartTime, 161 Elgin St, Ottawa, East Region, Criminal Record and Judicial Matters Check
• 1 Bilingual English/French Temporary, duration up to 12 months, 161 Elgin St, Ottawa, East Region, Criminal Record and Judicial Matters Check

Note:

• This ad is also available in French.
• 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.
• T-AG-230468/25(2)

How to apply:

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.

Exigences en matière de langue et évaluation:
Toutes les offres d'emploi externes de la fonction publique de l'Ontario (FPO) sont affichées en français et en anglais. Consultez la section « Langue du ou des postes » en haut de chaque offre d'emploi pour connaître les exigences linguistiques. Pour tous les postes, les candidats sont évalués en anglais, la langue d'affaires de la FPO. Si le poste est bilingue (anglais/français), vous devrez également passer un test de compétences linguistiques en français.

Strengthening Ontario, together