ADMINISTRATIVE ASSISTANT 2


Company : City of Toronto


Job Location : Toronto, ON, CA


Posted on : 2021-06-11T13:54:59.000000000Z


Job Description :

Job Category: Administrative

Division & Section: Transportation Services, Operations Maintenance

Work Location: 64 Murray Road

Job Type & Duration: Temporary, Full-time, 12 months

Salary: $61,243.00 - $71,944.60, TX0003 / Wage Grade 4

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 11-June-2021 to 25-June-21

Are you a detail-oriented, seasoned administrative professional with solid experience supporting senior management?

If so, consider this exciting temporary opportunity providing administrative support to the Director of Operations and Maintenance in the Transportation Division.

The City of Toronto Transportation Services Division's mission is to build and maintain a resilient transportation network so that people connect with the places, activities and communities they value.

Toronto is a rapidly growing city, with a significant transportation infrastructure needs to improve safety, manage state-of-good repair, and support growth.

Major Responsibilities

Performs varied administrative duties and clerical functions in connection with the operation of the Office of the Director of Operations and Maintenance, Transportation Services Division.

Exercises caution and discretion with labour relations, personnel and other confidential information.

Types correspondence including that of a confidential nature.

Handles and schedules daily appointments, meetings business-related travel, events and activities for the Director as well as other staff in the Director's Office.

Organizes the daily schedule around urgent requests from various areas, as well as emergency response.

Screens, reviews and prioritizes incoming phone calls, e-mail and mail, processes correspondence, and where appropriate directs to appropriate staff

Assists the Director to monitor and flag hot issues for standing Committees and City Council.

Ensures that the tracking and following up of requests is maintained and deadlines are met.

Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.

Drafts correspondence composes and types letters and memoranda and routes or answers correspondence

Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature

Coordinates the development and preparation of summary notes and briefing materials for the Director.

Prepares and organizes materials (including confidential and employment/labour relation matters).

Formats Committee reports prior to signature.

Coordinates and maintains a complex record/retrieval systems

Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government.

Coordinates meetings, events and schedules.

Takes/transcribed confidential minutes related to labour relations and other matters as required

Maintains awareness of municipal and Transportation Services matters, administrative systems and procedures to provide effective administrative assistance

Provides support in handling special projects

Key Qualifications

Considerable experience in the performance of administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures.

Experience working with, and preparing, confidential materials/information for management.

Considerable experience utilizing a variety of software packages including advanced knowledge of Microsoft Office Suite (i.e. Word, Excel and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.

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, with members of the public and external agencies.

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.

Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with senior management staff.

Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.

Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.

Ability to work within an organizational culture that emphasizes continuous learning, collaboration, transparency, accountability and trust while promoting a strong code of ethics and integrity to support public service excellence.

Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.

Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings, as required.

Notes

Applicants are required to demonstrate in their resume/cover letter that their qualifications match those specified in the job posting.

If selected for a temporary position, employee's placement is conditional on the approval of his/her executive director/general manager or designate

Temporary and fixed-term part-time non-union employees will be reassigned to this position

In accordance with the City's Acting Assignment policy, if the posted non-union temporary position becomes permanent, it may not be reposted

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.


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