ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT 2

• Job ID: 52818
• Job Category: Administrative
• Division & Section: Policy, Planning, Finance & Admin, PPF&A Program Support
• Work Location: City Hall, 100 Queen Street West, Toronto
• Job Type & Duration: Full-time, Permanent Vacancy
• Salary: $62,637.00 – $77,715.00
• Shift Information: Monday to Friday, 35 Hours Per Week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 03-Feb-2025 to 18-Feb-2025

Reporting to the Director, Program Support of the Policy, Planning, Finance & Administration Division, the Administrative Assistant 2 will support the Director and the Program Support management team.

Major Responsibilities:

• Provides executive level administrative support in the day-to-day Program Support operations and related support to other units within the division.
• Exercises caution and discretion with labour relations, personnel, and other sensitive information.
• Prepares and processes confidential documents related to complement management and reporting, pension and payroll, and other corporate initiatives. Processes payments, maintains accurate accounting records.
• Prepares agendas, professional presentation materials, takes/transcribes minutes and follows-up taking appropriate action. May attend and take minutes at grievance hearings.
• Handles scheduling of appointments and ensures appropriate information is provided to the Director well in advance.
• Coordinates meetings (including Webex/Microsoft Teams virtual meetings), special events, schedules, workshops, grievances, labour-management meetings, registration.
• Reviews, proofreads, and corrects administrative and financial documents such as memos, letters, purchasing card reconciliation, ensuring accuracy and conformity with regulations, service area divisional policies and procedures, prior to the Director’s signature.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Effectively handles general inquiries, complaints, and requests from all levels of staff, other government agencies, media, elected officials, or members of the public and resolves customer service issues.
• Conducts background research, investigation, retrieves and consolidates information from various sources, prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data, on a scheduled or ad hoc basis.
• Assists in the coordination of service area and divisional labour disruption plans.
• 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 operations.
• Coordinates and maintains an efficient and effective record/retrieval system for the office in accordance with the Corporate Record Management guidelines.
• Operates various office equipment and utilizes computer applications and corporate systems. Orders and maintains an inventory of office supplies and equipment for the Director’s Office.
• Monitors, tracks, and reports attendance management.
• Provides support to the Office of the Executive Director and performs back-up duties as required.
• Provides support in handling special projects as required.

Key Qualifications:

1. Post-secondary education in a related field (i.e. Executive Assistant, Business Administration, Human Resources) or an equivalent combination of education and experience.
2. Considerable experience in the performance of secretarial and administrative support duties to senior management, handling a broad range of administrative matters, confidential materials/information, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
3. Considerable experience reviewing and creating documents, letters, briefing notes, preparation and drafting of standard correspondence and reports, taking meeting minutes, editing the layout and formatting complex reports, charts and tables, and other material.
4. Considerable experience in planning and organizing appointments, meetings, interviews, conferences and/or special events.
5. Considerable experience in the use of a variety of software packages including strong knowledge of Microsoft Office Suite (i.e. Word, PowerPoint, Excel and Outlook), to prepare correspondence, presentations, charts and other data representations.
6. Ability to identify and improve standard administrative practices and procedures.
7. Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
8. Ability to research and gather information, develop, and implement administrative work procedures and systems.
9. Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including at the political level, the members of the public and external contacts.
10. 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.
11. Ability to work independently and effectively with minimal supervision.
12. Must be resourceful, flexible, adaptable, and possess a high degree of common sense.
13. Strong analytical and problem-solving skills with proven ability to handle sensitive issues.

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.