Office Assistant, Occupational Health and Safety - 100% Regular (External Posting - for ESP Casuals/Terms)

Job summary

Provide administrative support to the Occupational Health and Safety team, including responding to inquiries, preparing documents, coordinating meetings, and taking minutes. Maintain databases, spreadsheets, financial records, and OH&S reports, and coordinate training sessions and related administrative processes.

Job details

External Posting - applications from approved casual and term ESP employees and external candidates. (Regular (permanent) ESP employees must apply to the Internal posting) About the OCDSB: The Ottawa-Carleton District School Board is the largest school board in Eastern Ontario and offers students and parents a world of choice for learning. Our nearly 150 schools offer a wide range of programs to promote learning excellence and meet the individual needs of students, parents, and the community at large. Our schools are teaching communities where principals, vice-principals, teachers and support staff nurture student well-being and challenge students to achieve their best. We are seeking a creative, dynamic, committed professional to join our team: OFFICE ASSISTANT, OCCUPATIONAL HEALTH AND SAFETY Location: Confederation Education Centre Position Status: 1.0 Regular, Full-time, 12 month work year Hours of Work: Monday to Friday, 35 hours per week Affiliation: OSSTF District 25 - Educational Support Professionals (ESP) Salary range: $49,556 to $61,287 per annum (Level 5) Job Summary Under the direction of the Team Manager of Occupational Health and Safety (OH&S), the OH&S Office Assistant provides direct support to the Occupational Health and Safety Team by: responding to and directing inquiries; preparing correspondence, reports and other documents; coordinating meetings and appointments; attending and taking minutes at meetings; creating and maintaining databases and spreadsheets; preparing and processing forms; tracking and compiling related OH&S reports; maintaining and administering financial accounts for the division; and perform other related duties for the OH&S Team. Qualifications Completion of a one year community college diploma in office administration, and 1-2 years of relevant administrative and clerical experience; or an equivalent combination of education and experience. Knowledge of relevant Board policies and procedures; the Workplace Safety and Insurance Act and Ontario Occupational Health and Safety Act, Municipal Freedom of Information and Protection of Privacy Act and other relevant legislation, as well as the Board's purchasing manual, administrative and office procedures. Strong computer skills proficiency in word processing, spreadsheets and databases, desktop publishing skills. Ability to take and transcribe minutes of meetings. Strong interpersonal and (verbal and written) communication skills to provide, exchange and clarify information, and respond to inquiries, which may be of a sensitive nature, using tact, diplomacy, discretion. Proficient initiative and judgment skills required for actioning routine matters. Strong organization and time management skills required to prioritize work, manage multiple and concurrent priorities. Proven ability to maintain confidentiality of employee information and files. Strong accounting skills and the ability to maintain budget transactions and related records. Ability to organize and schedule various training sessions by confirming dates, booking rooms, ordering refreshments, etc. Experience maintaining and approving absences for training and inspections. Proficient in preparing and distributing memorandums, letters, bulletins, information sheets and other documents. Application Process The Ottawa-Carleton District School Board uses Apply to Education (ATE) to manage applications for job competitions. OCDSB employees can apply to this job posting using their existing ATE account. Please ensure your resume is in the Board approved format before submitting your application. If you are not a Board employee and do not have an existing ATE account, you will be asked to create one at https://ocdsb.simplication.com . Choose Job Category 'ECE, EA and Support Staff'. Applications will be considered in accordance with the ESP Collective Agreement, in the following order: Applications from Regular full-time and part-time employees within the ESP bargaining unit are given first consideration. (Internal Posting) Applications from term and casual employees within the ESP bargaining unit are given 2nd consideration. (External Posting) Applications from External candidates (including Board employees that do not belong to this bargaining unit) will be considered only if applications from 1 & 2 have been exhausted. If you are a Regular part-time ESP member and also on the ESP Casual List, you will see both postings. However, you must apply to the "Internal" Job posting in order to be given 1st consideration. In accordance with the collective agreement, a newly hired regular employee is not eligible to accept another position for a period of six (6) months. OCDSB employees serve students, colleagues, families and community partners. We invite people of all abilities, orientations, faiths, ethnicities, races, genders and ages to join us as we create learning and working spaces that honour the unceded and unsurrendered land of the Algonquin people, and respect, value and increasingly reflect the diversity of Ottawa. Your lived experience is an essential contribution to deliver the education every student deserves with dignity. If you require accommodations at any point in the selection process, please send an email to hrcompetitions@ocdsb.ca at any time.

What you’ll do

Provide administrative support to the Occupational Health and Safety team, including responding to inquiries, preparing documents, coordinating meetings, and taking minutes. Maintain databases, spreadsheets, financial records, and OH&S reports, and coordinate training sessions and related administrative processes.

Requirements

Requires a one-year community college diploma in office administration and 1–2 years of relevant administrative or clerical experience, or an equivalent combination of education and experience. Candidates should have strong computer, communication, organizational, accounting, and confidentiality skills, along with knowledge of relevant workplace safety legislation and Board procedures.

Listed skills

• Administrative Support · Preferred
• written communication · Preferred
• interpersonal skills · Preferred
• Organization · Preferred
• Time management · Preferred
• Accounting · Preferred
• document preparation · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative Support
• Clerical Experience
• Word Processing
• Spreadsheets
• Database Management
• Meeting Minutes
• Written Communication
• Verbal Communication
• Interpersonal Skills
• Organization
• Time Management
• Confidentiality
• Accounting
• Budget Tracking
• Training Coordination
• Document Preparation

Job areas

• Administrative
• Security & Safety
• Education
• Finance & Accounting

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