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Title : Administrative Assistant - City of Toronto - Toronto, ON
link : Administrative Assistant - City of Toronto - Toronto, ON

Administrative Assistant - City of Toronto - Toronto, ON

Job Classification Title ADMINISTRATIVE ASSISTANT TO DIRECTOR Job ID # 2289169 X Division Toronto Building Section Etobicoke York District, North York District, Scarborough District Work Location 2 CIVIC CENTRE COURT,NORTH YORK CIVIC CENTRE, 5100 YONGE ST,SCARBOROUGH CIVIC CENTRE, 150 BOROUGH DRIVE Job Stream Buildings/Facility Operations Job Type Permanent, Full-Time Salary/Rate $32.17 - $35.24 / Hour Hours of Work (bi-weekly) 70.00 Shift Information N/A Affiliation L79 Full-time Number of Positions Open 3 Posting Date 09-Nov-2017 Closing Date 23-Nov-2017

Job Description

Reporting to the Director and Deputy Chief Building Official, Toronto Building, the Administrative Assistant to Director performs a variety of administrative, secretarial and/or program-related functions to support the Director and the team in the performance of senior management functions. Major Responsibilities: Performs specialized and senior level administrative tasks including research, review and preparation for meetings and responses to inquiries, and the overseeing of administrative projects. Communicates with staff of the Mayor’s Office, Councillors' Offices as well as staff in various internal divisions and external stakeholders in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Director. Maintains effective working relationship with District/Divisional management staff and officials outside of the District with whom the Director conducts regular business. Identifies, screens/prioritizes issues and initiates responses on behalf of the Director Prepares and composes documents, summaries and reports, including memorandums and briefing notes. Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities. Locates/retrieves and consolidates information required in reports and correspondence Undertakes research/analysis and prepares reports on the various issues/findings. Manages the Director’s schedule; e.g. arranges business travel, including conference registration, accommodation, schedules interviews, meetings, while proactively identifying conflicts. Prepares/processes documents and handles issues of a confidential/sensitive nature. Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Director on follow-up action items. Ensures that reports are finalized, and submitted to City Council, Standing Committees and Community Councils adhering to closing deadlines. Identifies items for the Director that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to the Director. Monitors and reviews Committee and Council agendas, flagging items that may have District/Divisional impact. Follows up on decisions of Council to ensure recommendations are adhered to. Follows up on assignments given to management staff; provides status reports to the Director. Coordinates special events, workshops;  meetings and schedules,  adjusting Director's schedule, as required; organizes/coordinates and attends staff meetings. Provides work direction, training and guidance and acts as a resource to support/clerical staff. Provides support and fills in for Administrative Assistant 1 to the Executive Director, as required. Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives. Provides input on new/modified administrative functions and their implementation. Assists with the compilation of budget data and information for budget forecasting and co-ordination between sections/units. Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring the Director’s signature. Maintains records related to budget administration. Reviews accuracy of expense claims for business travel, including conference registration, accommodation and cash advances. Organizes and maintains policy and procedure manuals. Operates computer utilizing and manipulating a variety of software packages. Maintains various staffing records, such as attendance register, establishment lists, requests for staff, and individual employee files, on behalf of Director. Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors. Key Qualifications: Your application must describe your qualifications as they relate to: Extensive experience in providing administrative assistance to senior management handling a broad range of administrative matters. Extensive experience and proficient in utilizing a variety of software packages, e.g. Microsoft Office Suite (Word, Excel, Access, PowerPoint), SAP, Outlook, and database management. Experience in preparing complex reports, correspondence and documents for Council and senior management staff. Experience taking minutes at meetings and handling confidential documents and reports. Experience with filing systems and the management of large volumes of information both hard copy and electronic. You must also have: Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands. Excellent interpersonal and communication skills to deal effectively, both orally and in writing, with the Mayor and Council, media, senior government officials,  all levels of staff, and external agencies and organizations. Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision. Ability to deal with Council proceedings, Divisional and city-wide issues, policies and procedures. Ability to exercise independent judgement and discretion in dealing with confidential operational matters and staff matters. Ability to provide work direction to other support staff. Ability to research and compile data in a timely fashion. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces. Familiarity with CSDC’s Amanda platform (IBMS) is an asset. 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. If you are an individual with a disability and you need accommodation in applying for this position, please email us at applaccomodation@toronto.ca, quoting the job ID #2289169 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. Apply

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