Requisition ID: 18611
Department: Ottawa Public Library
Service: Client Services
Employment Type: 1 Permanent Full Time Position
Work Hours: 35 hours per week
Affiliation: Non Union/Non MPE?
Salary Information: $59,153.64? - $69,209.14? annually (2024 rates of pay)
Location: 100 Tallwood Drive?
City: Ottawa, ON
Job Category: Ottawa Public Library?
Application Close: 12/08/2025 JOB SUMMARY
Ottawa Public Library (OPL) provides accessible, innovative library and information services throughout the City of Ottawa, that meet the unique needs of diverse communities, delivered through a range of vehicles and reflecting a citizen-centred approach.
You are responsible for providing a wide variety of complex and confidential administrative tasks in support of one of the Divisions at the Ottawa Public Library, and providing other administrative services as appropriate.
You conduct research and compile documentation and data in support of Division projects or departmental inquiries, generate and make revisions to reports; create and update databases and project files; and coordinate the administrative aspects of the Division’s policy and procedures.
You also serve as a point of contact for departments, providing an initial response to standard inquiries, and directing non-standard inquiries as appropriate, and ensure the Division Manager is prepared with any information, materials, research, etc. required in order to represent the Division at meetings within OPL or with external contacts.
EDUCATION AND EXPERIENCE
Completion of 1 year community college certificate in Office Administration or related field
Minimum of 3 years of clerical/administrative experience
KNOWLEDGE
Relevant dispositions of regulations and legislation pertaining to the Ottawa Public Library
OPL mission, values, goals, objectives, policies, and procedures
The OPL’s departments and internal operational and administrative procedures and relevant contacts
General knowledge of the Ottawa Public Library’s financial systems and administrative policies, practices, functions, systems and procedures would be an asset
Principles and practices of office management
Record keeping, filing and general office procedures
Database and records management practices
Information verification and basic statistical analysis techniques
Microcomputer applications, including Microsoft Word, Excel, PowerPoint, SAP, Markview, and other Corporate standard software as required
Knowledge of applicable health and safety legislation, including the rights and duties of workers.
COMPETENCIES, SKILLS AND ABILITIES
Work independently and as a flexible and co-operative member of a team
Apply collective agreements provisions as they relate to employee transactions
Excellent organization and time management skills and techniques: ability to work under pressure to meet tight time schedules and deadlines, prioritising work and handling significant problems and tasks which come up simultaneously or unexpectedly
Strict attention to detail and accuracy in the maintenance of records: ability to balance spreadsheets and produce statistical reports
Conduct background research to investigate and solve problems in support of management and staff information needs, as well as project implementation
Client service oriented: ability to use effective and tactful oral and written communication skills with clients at all levels of the organization
Compile, organize, and summarize data and information accurately and efficiently, applying policies and procedures
High level of competence in dealing with sensitive issues
Exercise independent initiative and judgment and establish priorities for own workload
Interpret and explain rules, regulations, and policies
Discretion and confidentiality
Make decisions on both routine and non-routine problems
Integrity, tact and good judgment
WHAT YOU NEED TO KNOW
Language Requirement: Designated Bilingual - specific level of language proficiency: French: oral, reading, writing required. English: oral, reading, writing required. Candidates who do not meet language requirements will be required to participate in training.
You may initially be paid 95% of your starting rate of pay, in accordance with the terms and conditions.
Additional vacancies may occur during the competition process.
Alternative educational credentials combined with job-related experience, demonstrated performance, and ability may be considered in lieu of stated academic requirements.
Please save a copy of the job poster. Once the closing date has passed, it will no longer be available.
We wish to thank all applicants for their interest and effort in applying for this position. Only candidates selected for interviews will be contacted.
The Ottawa Public Library promotes the principles of diversity and inclusion and adheres to the tenets of the Canadian Human Rights Act and the Ontario Human Rights Code. We encourage applications from members of Indigenous, Black and other racialized communities, persons with disabilities, women and non-binary persons, persons of all ethnic origins, religions, sexual orientations, classes, gender identities and expressions. Candidates are encouraged to self-identify as a member of one or more designated employment equity groups in the self-identification questionnaire.
The Ottawa Public Library provides accommodation to applicants during all parts of the hiring process, upon request. If contacted to proceed to the selection process, please advise us if you require any accommodation.
Accessible formats and communication supports are available upon request. Please contact the Employee Service Centre at 613-580-2424 extension 12211 or via email at esc-cse@ottawa.ca.
