ADMINISTRATIVE ASSISTANT 2

Job title: ADMINISTRATIVE ASSISTANT 2

Company: City of Toronto

Job description: Job ID: 12768

Job Category: Administrative

Division & Section: Policy, Planning, Finance & Admin, PPF&A Program Support

Work Location: CITY HALL, 100 Queen Street West

Job Type & Duration: Full-time, (1) Permanent Vacancy

Salary: $61,243.00 – $71,944.60, PSG TX0003, Wage Grade 4

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 21-Jan-2021 to 03-Feb-2021

Job Description

Major Responsibilities:

Responsible for supporting the Director, Program Support. Performs varied administrative duties and program support functions for the Division.

• Provides executive level administrative support in the day-to-day Program Support operations and related support to other units within the Division as and when required.
• Provides support to the Administrative Assistant 1, Office of the Executive Director, and performs back-up duties in his/her absence.
• Exercises caution and discretion with labour relations, personnel and other confidential information.
• Prepares and processes documents of a confidential nature related to human resources, complement management and reporting, investments, negotiations, fraud and waste hotline, bargaining, contingency planning, pension and payroll, corporate initiatives, etc.
• Handles scheduling of appointments and ensures appropriate information is provided to the Director well in advance.
• Coordinates meetings (including WebEx virtual meetings), special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration.
• Prepares agendas, takes/transcribes minutes and follows-up taking action when necessary.
• Prepares professional presentation material utilizing detailed layout and formatting.
• Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
• Screens, checks work and financial signing documents for accuracy and conformity with regulations, Corporate/Infrastructure & Development Services (IDS) divisional policies and procedures and corrects/resolves outstanding/incorrect items prior to the Director’s signature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems.
• Effectively handles general inquiries, complaints and requests from all levels of staff, other government agencies, media, elected officials or members of the public and resolves customer service issues.
• Screens, reviews and prioritizes incoming mail and initiates responses on matters not requiring the personal attention of the Director.
• Conducts background research, investigation, retrieves and consolidates information from various sources, prepares and processes various documents/statistical summaries/ reports requiring the assessment and analysis of data, on a scheduled or adhoc basis.
• Prepares and processes documents of a confidential nature, such as performance, including disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring initiatives, position termination, fraud and waste hotline. May attend and take minutes at grievance hearings.
• Assists in the co-ordination of IDS and divisional labour disruption plans.
• Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Coordinates and maintains an efficient and effective record/retrieval system for the office in accordance with the Corporate Record Management guidelines.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.
• Processes payments, maintains accurate accounting records.
• Orders and maintains an inventory of office supplies and equipment for the Director’s Office.
• Monitors, tracks and reports attendance management.
• Provides support in handling special projects as required.

Key Qualifications:

• Considerable experience in the performance of secretarial and administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
• Experience working with confidential materials/information for senior management, including taking minutes at meetings.
• Considerable experience in the use of a variety of software packages including Microsoft Office Suite, (i.e. Word, PowerPoint, Excel) to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.
• Experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts and tables.
• Experience in planning and organizing appointments, meetings, interviews, conferences and/or special events.
• Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
• Ability to research and gather information, develop and implement administrative work procedures and systems.
• Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, the members of the public and external contacts.
• Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
• Strong analytical and problem solving skills with proven ability to handle sensitive issues.
• Must be resourceful, flexible, adaptable, and possess a high degree of common sense.
• Ability to work independently and effectively with minimal supervision.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.

Expected salary:

Location: Toronto, ON

Job date: Sat, 23 Jan 2021 23:36:36 GMT