The Major Capital Infrastructure Coordination Office (MCIC) performs a critical role in coordinating a multi-year capital program. MCIC liaises with all City divisions that construct capital projects in the road right-of-way, as well as utilities and other agencies, to maximize the efficiency of their respective capital programs, and minimize disruption to the public. MCIC requires an Administrative Assistant 2 to take on the following roles and responsibilities.
Major Responsibilities
- Provide administrative support to the Director in the day-to-day operations of the unit and provide related support to other units as and when required.
- Prepare and process documents including presentations, statistical summaries and reports requiring the assessment and analysis of confidential data that may be related to human resources, investments, negotiations, fraud and waste hotline, bargaining, contingency planning, pension and payroll, restructuring initiatives, position termination, and corporate initiatives using a variety of applications (e.g., MS Office Suite) and information systems including the Project Tracking Portal (PTP) database.
- Prepare presentation material utilizing detailed layout and formatting.
- Conduct background research, investigation, retrieve and consolidate information from various sources.
- Handle scheduling of appointments and ensure appropriate information is provided to the Director.
- Coordinate meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration.
- Prepare agendas, take/transcribe minutes and follow-up taking action when necessary and handling confidential and complex documents and reports.
- Draft, compose and type correspondence, letters and memoranda, and routes or answers correspondence.
- Screen, review and edit documents for accuracy and conformity with regulations, Corporate/Cluster policies and procedures, and corrects/resolves outstanding/incorrect items prior to the Director's signature.
- Operate office equipment and computers utilizing a variety of desktop applications and corporate systems.
- Respond to general enquiries, media, elected officials or members of the public and resolves customer service issues.
- Screen, review and prioritize incoming mail (including email) and initiate response on matters not requiring the personal attention of the Director.
- Monitor key reports required for committees and council to ensure that deadlines are met. Review council and standing committee agendas and reports flagging items that will impact operations.
- Ensure that the tracking and following up of requests is maintained and deadlines are met.
- Coordinate and maintain an efficient and effective record and retrieval system for the office in accordance with the Corporate Record Management guidelines.
- Process payments, maintain accurate accounting records and petty cash.
- Order and maintain an inventory of office supplies and equipment.
- Monitor, track and report attendance.
- Assists in the update of the MCIC webpage on the City's Intranet/Extranet website including logging and directing questions to the appropriate staff from the MCIC webpage.
- Liaises with Senior Project Managers to maintain information from internal databases and websites on a daily basis.
- Work with confidential materials for senior management and exercise independent judgment and discretion in dealing with highly confidential operational matters with management staff.
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.
- Considerable experience taking minutes at meetings, required follow-up activities and handling confidential and complex documents and reports.
- Experience working with confidential materials/information for senior management.
- Experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite, i.e. Word, PowerPoint, Excel and Outlook, 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, tables and reports to Council and/or Committees.
- Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
- Ability to prepare notifications for the MCIC program change management process.
- Ability to create content and maintain the unit's web site, and serve as the primary contact for inquiries that originate from the web site.
- 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, 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 communication skills to ensure that all written material (correspondence, agenda, memoranda and reports) are free of grammatical and typographical errors.
- Strong analytical and problem solving skills with proven ability to handle sensitive issues.
- 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.
- Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.
Communication: Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.
Accommodation: The City of Toronto is committed to fostering a positive and progressive workforce reflecting the citizens we serve. We provide equitable treatment and accommodation to ensure barrier-free employment in accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto's Accommodation Policy. You can request for accommodation related to the protected grounds at any stage of the City's hiring process, i.e., application, assessment and placement.
, quoting the job ID #2289801 and the job classification title.
If you are invited to participate in the assessment process, we ask that you provide your accommodation needs in advance at that time. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.
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