ADMINISTRATIVE ASSISTANT 2 Job at City of Toronto
Job ID: 33014
Job Category: Administrative
Division & Section: Housing Secretariat, Finance and Business Services
Work Location: Metro Hall, 55 John Street
Job Type & Duration: 2 Permanent vacancies
Salary: $61,861.80-$ 72,672.60 annually (2022 rate)
Shift Information: Monday - Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 2
Posting Period:03-JAN-2023 to 17-JAN-2023
Job Summary:
Reporting to the Manager, Finance and Business Services, the Administrative Assistant 2 will use their superior communication skills and passion for customer service to provide support to staff within Housing Secretariat, as well as to the Senior Leadership Team as required. The primary focus will be on providing a full range of specialized administrative support services to assist with the day-to-day management control, operations and coordination of complex projects and/or program related functions, including:
Major Responsibilities:
- Provides backup and support to the Administrative Assistant 1 in his/her absence
- Exercises caution and discretion with labour relations, personnel and other confidential information. Prepares correspondence including that of a confidential nature
- Handles scheduling of daily appointments and activities; arranges meetings and business travel
- Organizes the daily schedule around urgent requests from the Mayor’s office, City Councillors, and the City Manager’s and divisional staff
- Conducts background research, investigations and retrieves information on various issues using a variety of information systems
- Screens, reviews and prioritizes incoming phone calls, mail, processes correspondence, and initiates response
- Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages
- Ensures that the tracking and following up of requests is maintained and deadlines are met
- Liaises with and exchanges information with all levels of staff, elected officials and the public
- Coordinates all contract administration related activities with the unit support staff and other divisional staff
- Prepares Purchase Requisitions for submission to Purchasing
- Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data, using a variety of City Corporate Applications (MS Office Suite) and information systems
- Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence
- Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, and briefing notes
- Formats Committee reports prior to signature
- Attends internal meetings and takes/transcribes confidential minutes
- Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature
- Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems
- Prepares presentation material utilizing detailed layout and formatting
- Coordinates and maintains a complex record/retrieval systems
- Maintains supplies and inventories
- Performs special projects, special deliveries and photocopying, as required
- Maintains continuous awareness of municipal matters, Corporate administrative systems and procedures, and major activities of the Office in order to provide effective administrative assistance
- Performs other related work as assigned
Key Qualifications:
- Post-secondary education in a discipline relavant to the position or an equivalent combination of education and experience
- Considerable experience in providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
- Considerable experience preparing and formatting complex data reports, correspondence, charts related to organizing and reporting data and statements to Council Committees.
- Considerable experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite, e.g. Word, PowerPoint, Excel, and Outlook.
- Considerable experience planning and organizing meetings, conferences and/or special events with all levels of staff, elected officials, other levels of government and the public.
- Experience in budget administration, e.g. preparing invoices for payment.
- Ability to research and gather information.
- Highly developed customer service and interpersonal skills and proven ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, the members of the public and external contact.
- 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.
- Ability to exercise independent judgement and discretion in dealing with highly confidential operational matters and with management staff.
- Strong analytical and problem solving skills with proven ability to handle sensitive issues.
- Knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols, established Committees functions; both internal and special interest groups and current political issues.
- Ability to perform duties with minimal supervision and exercise independent judgement and discretion.
- Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
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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