General Accountability

Key Job Functions

• Assisting with the preparation of vehicle licencing of all revenue and non-revenue vehicles, this includes annual vehicle licence sticker replacement, faded or damaged plate replacement, and new vehicle registration;
• Liaising with Ministry of Transportation (MTO) for licencing activities on their behalf if needed; travelling to MTO offices may be required;
• Creating and maintaining staff and union workforce records and preparing reports of workforce status including vacancies, actuals to budget, etc.
• Preparing the necessary documentation for the procurement of supplies, materials and services, i.e. purchase requisitions, service contracts, system supply contracts;
• Reconciling packing slips, invoices and receipts (i.e. relating to contracts for supplies, materials and service, direct purchases, and credit card etc.) to ensure correctness, processing for payment and maintaining filing system on same;
• Expediting materials, usually through Materials & Procurement Department or occasionally contacting outside organizations;
• Organizing and expediting flow of work through the Senior Manager’s office and initiating follow-up action to ensure timely turnaround;
• Preparing a variety of general, technical and confidential correspondence, including memoranda, reports, charts, specifications, Staff Summary Sheets, Commission Reports, etc. in accordance with Departmental and TTC standards;
• Attending disciplinary interviews, taking notes, preparing related documentation and letters as required and maintaining document filing system on same;
• Establishing, maintaining and/or updating a variety of records and computerized databases, i.e. vehicle records, workforce moves, training courses, etc.;
• Arranging for off-site storage of closed files, maintaining a master list of off-site files/documents and retrieving same as required;
• Establishing, maintaining and/or updating associated filing systems for section activities, employees, etc.;
• Requesting and issuing security keys, ensuring keys are retrieved as required;
• Acting as the section’s IT (i.e. SharePoint) and telecommunications representative by ensuring all databases and internal directories are updated and maintained;
• Maintain up-to-date record keeping on the use of section Purchasing (P) Cards and all related financial accountability;
• Participating in various meetings and taking accurate minutes/notes as required;
• Preparing payroll for section staff/hourly and maintaining up-to-date attendance and vacation entitlements and reports, including periodic reconciliation;
• Provides ad-hoc coverage for the Administrative Assistant to the Department Head and the Supervisor - Operations Administration as required.
• Demonstrates behaviors that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.
• Participation in the TTC Customer Service Ambassador Program

Skills

Education and Experience

• Completion of a post-secondary college diploma or university degree in a related discipline or a combination of education, training and experience deemed to be equivalent, combined with several years of directly related work experience.

Additional Requirements

• Sound knowledge of modern office methods, practices, procedures and equipment
• Must be proficient in the use of a personal computer and related software applications and computer systems relevant to the work (i.e. Microsoft Office, Internet Explorer, MMS, PPIN and Maximo)
• Must possess good keyboarding skills, basic mathematics and good organizational skills to meet established deadlines
• Valid Province of Ontario class “G” driver’s license and use/access to a personal vehicle to travel to various TTC properties/locations and the Ministry of Transportation as required
• Requires good oral and written communication skills for the purpose of exchanging and obtaining information
• Familiarity with relevant units, parts, materials, supplies and terminology pertaining to the operation of the Bus Maintenance & Shops would be a definite asset
• Must have or quickly acquire knowledge of the TTC, and Departmental policies, practices and procedures relating to the work. This includes a sound knowledge of the TTC’s purchasing practices and procedures; section of the Collective Agreement relevant to the work and Maintenance Seniority Regulations as they relate to vacation sign up and workforce moves
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.