Bilingual Administrative Receptionist for provincial government Ministry executive offices, downtown Toronto.

Marberg Job Number: 2669.

Job Type: Temporary.

Initial Term: Starting October 6 2025 for an initial period between 2 weeks to up to 3 months, according to client business requirements. Possible extension beyond 3 months.

Compensation: $26.92 per hour.

Regular Work Hours: 9 am to 5 pm, with a 45 minute unpaid lunch break, Monday to Friday (36.25 work hours per week).

Work Location: 100% onsite at client's downtown Toronto office near TTC station.

Onsite Dress Code: Corporate or Business Casual according to Client business requirements. Non-scent workplace policy in effect.

Responsibilities Summary:

Provide bilingual front desk reception, administrative and word-processing services to the executive offices of a large, decentralized provincial Ministry responsible for delivering and supporting a diverse portfolio of high profile, complex and sensitive programs and services across Ontario. Act as first contact with the Ministry by responding to a high volume of incoming telephone calls and greeting visitors; use discretion and tact to discern nature and urgency of inquiry, obtain name of caller/visitor, and refer them to the appropriate party; ensure accuracy of oral and written communication in both English and French; and engage in regular discussion and coordination with supervising Administrative staff regarding emergent issues, incoming calls and work priorities.

• Solicit caller information to determine exact nature of inquiries and take appropriate action to alert appropriate officials when matters are urgent. Use good judgement to contact appropriate Ministry officials on matters of urgency; good judgement and tact to respond to escalated or disruptive individuals; and coordinate with authorities around any security concerns.
• Review and keep current on Ministry notes and news releases, to maintain awareness of current Ministry issues. Provide general information on Ministry programs and regional responsibilities.
• Record detailed and accurate messages and transmit them to Ministry representatives for follow-up; maintain accurate caller history electronic files.
• Track daily attendance and location of staff, including meetings, absences, vacations, expected times of return, and designated back-ups or alternates.
• Book and maintain an electronic schedule for boardrooms and teleconference equipment; coordinate with Ministry staff to ensure no double-bookings.
• Compose and prepare routine correspondence and memos in both French and English, and proofread documents to ensure accuracy of grammar, spelling and syntax.
• Provide administrative and clerical support services, including maintaining and distributing up-to-date lists of staff contacts and telephone numbers. Maintain an up-to-date receptionist's manual. Ensure deliveries are handled and delivered to the appropriate person in a timely way.
• Provide back-up reception, administrative, clerical and customer support services to Ministry administrative staff as required.

Qualifications:

Education: Post Secondary education in Public Administration, Business Administration or similar discipline, or equivalent combination of education and work experience.

Preferred Work Experience: At least 2+ years progressive of experience in a responsible front desk position serving the general public.

Preferred Sector Experience: Client facing community services, health care services, justice services, or other public administration/counter clerk experience an asset.

Technical and Language Skills Requirements:

• Proficiency with MSOffice applications including Word, Excel, Outlook and Teams to manage calendars and complete scheduling, produce correspondence, reports, charts, and tables, and maintain logs and electronic records (will be tested).
• Strong typing skills at 40 wpm (will be tested).
• Strong data entry and attention to detail (will be tested).
• General proficiency and familiarity with standard office equipment such as printers, photocopiers, and facsimiles to photocopy material and transmit correspondence.
• Strong English communication skills, both written and verbal, including satisfactory business writing skills (may be tested), and polished, professional telephone manners.
• Strong French communication skills, both written and verbal, including satisfactory business writing skills and polished, professional telephone manners. Both written and verbal French fluency will be tested.

Task -Based Qualifications and Additional Attributes:

• Punctual, responsible, and reliable. Demonstrated record of professional conduct and character.
• Strong reception and customer service techniques and best practices to act as the Ministry's first contact, providing reception services to a broad range of callers and visitors including senior government officials, the public and the media.
• Understanding of public administration office procedures, practices and guidelines in relation to release of information, record maintenance, and document formats.
• Judgement and diplomacy to respond to urgent circumstances.
• Interpersonal skills, tact and courtesy to interact with all levels of personnel and the general public in a helpful manner.
• Proficient de-escalation skills, judgement and discretion to deal in a calm and logical manner with individuals who may be angry or disruptive, and to determine when security should be alerted.
• 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.
• Proven ability to professionally handle confidential information and exercise good judgement in the interpretation and application of instructions and organization policy.
• Superior attention to detail, and organized, methodical approach to completion of tasks.
• Demonstrated ability to work well both independently and collaboratively, and liaise effectively with a wide and diverse range of internal and external stakeholders.
• Demonstrated successful experience of prioritizing work, making decisions and communicating with others within a values framework of respect, equity, anti-racism, diversity and inclusivity.

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. 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.

Application Notes:

We are screening and shortlisting Candidates immediately and qualified applications may be contacted same day as date of application.

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, email, or LinkedIn message from Marberg Staffing. Please disregard any initial contact through other mediums such as text message.

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.