Major Responsibilities:
- Provides senior level administrative support to multiple Directors as well as advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses; manage the Directors schedule with respect to client events and business-related activities including Email Management - with minimal input and direction.
- Tactically and effectively prioritize issues/workload for action and decision making by the Directors. Manage and schedule daily appointments and activities; arrange meetings and business travel. Organize the daily schedule around urgent requests from the Mayor’s office, City Councillors, and senior staff.
- Represent the Directors in a professional and confident manner - in both written and verbal communications - both internally and externally.
- Coordinates daily administrative operation and provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards for operational units. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
- Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
- Responds and helps resolve issues of upset and concerned clients seeking redress.
- Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations. May attend and take minutes at grievance hearings.
- Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof-reads own and other’s material.
- 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. Identifies issues and initiates responses.
- Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
- Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
- Coordinates labour disruption plans.
- Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor’s office and Councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
- Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
- Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
- Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
- Represents the Division and/or the Directors at various meetings and events as appropriate.
- May review applications from the public and handle special projects.
- Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
- Maintains petty cash.
- Monitors tracks and reports attendance management.
- Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.
Key Qualifications:
- Extensive experience in providing administrative assistance to a Senior Executive, some of which must relate specifically to the actual duties and responsibilities as mentioned above.
- Experience in preparing complex reports, correspondence and statements for Council and senior management staff.
- Proficient in using a variety of software packages, particularly Microsoft Office Suite and GroupWise and possess the aptitude for learning new technology/ systems.
- Experience understanding and analysing financial reports.
- The ability to understand and act on issues related to Real Estate agreements including, but not limited to, processes related to due diligence, liability, environmental and legal matters.
- Considerable knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols and established Committee functions.
- Extensive experience communicating and problem solving both orally and in writing, with senior government officials, media, and all levels of staff, including Councillors.
- A strong command of grammar and writing skills for the purpose of proof reading and editing.
- Ability to deliver excellent customer service at all levels and with external partners; a flexible and willing 'can do' attitude.
- Excellent organizational and time management skills, including attention to details, ability to set priorities, meet deadlines and deal with conflicting priorities & work demands.
- Familiarity with the use of social media including Twitter and Facebook.
- Strong ability to handle confidential information appropriately, with discretion and diplomacy.
- Ability to use initiative and exercise judgement in identifying issues needing immediate attention and in identifying additional information needed to facilitate decision making.
- Ability to prioritize multiple tasks and manage interruptions, to assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
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 application.accommodation3@toronto.ca, quoting the job ID #2298707 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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