ADMINISTRATIVE ASSISTANT 1

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• Division & Section: Development & Growth Services, Housing Development Office
• Work Location: City Hall, 100 Queen Street
• Job Type & Duration: Full-time, Temporary (24 months)
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 1
• Posting Period: 26-Mar-2025 to 09-Apr-2025

Job Description

Are you a detail-oriented, organized individual who thrives in a challenging role? If so, consider this exceptional temporary, full-time opportunity with the Housing Development Office, Development and Growth Services.

You will work in a senior-management environment where your executive-level administrative skills will be relied upon daily to deliver top-quality support in a fast-paced and complex municipal government setting. Your excellent communication skills, combined with your customer service focus, diplomacy, and tact, will ensure you are a valued member of the team responsible for the provision of centralized administrative support to the Executive Director of the Housing Development Office. The Housing Development Office brings a singular focus to City-led and City-supported housing development and strengthens coordination between the City, CreateTO, and Toronto Community Housing Corporation (TCHC) to achieve the City's housing goals with priority to affordable housing.

Recognized as one of Canada's Top 100 Employers, the City of Toronto promotes professional development and is committed to providing opportunities to lead, learn, and grow. We value integrity, reliability, and fairness, and we embrace the diversity of the people we work with and serve.

Major Responsibilities:

Your primary responsibilities as an Administrative Assistant 1 will focus on providing support to senior leadership on key corporate initiatives, governance, Council/Committee agenda management and protocol, as well as the interpretation or application of corporate/service area policies and procedures. In doing so, you will assist with the day-to-day management, operations, and coordination of complex projects and programs in the Housing Development Office.

Office Administration

• Provides senior level administrative support, advice, and guidance on key initiatives and policies. Reviews and directs incoming correspondence, telephone calls, and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly.
• Coordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training, and guidance and acts as a resource to support staff as required.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor’s office and Councilors, clients, the public, the media, agencies, union representatives, and other levels of government, utilizing specialized knowledge of corporate policies, regulations, and protocols.
• 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. Proofreads own and others' material.
• Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control, and coordination of various documentation and processes.
• Maintains strict confidentiality at all times. Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, and staff attendance at conferences.
• Prepares agendas, takes/transcribes minutes, and follows up on action required.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation material on various software, including PowerPoint.
• Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
• Maintains continuous awareness of the City operations, administrative policies, and procedures. Monitors administrative processes of the office to ensure adherence to relevant City policies and efficient operations.
• Coordinates the development and implementation of secretarial and administrative standards and procedures.
• Attends various meetings, events, and acts as the unit representative when required.
• Works closely and provides back-up support to the administrative team in the Office of the Deputy City Manager, Development and Growth Services.

Human Resources and Financial Management

• Checks and ensures the preparation of the recruitment and organizational change documents are in accordance with Corporate and service area policies.
• Maintains staffing and recruitment information and documentation.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitration, letters of discipline, contingency planning, position termination, restructuring, and downsizing initiatives. Assists in the coordination of service area labour disruption plans, as required.
• Manages PCard usage, maintains receipts, and coordinates submissions to ensure reconciliation of business expenses.
• Monitors, tracks, and reports attendance.

Communications and Issues Management

• Receives and provides initial response including initial data collection related to telephone calls, email, and correspondence from the general public and staff and refers for appropriate action.
• Responds to, and helps resolve, issues raised by staff, internal and external stakeholders, and the public.
• Receives Fraud and Waste, Ombudsman, Auditor General, Internal Audit, and other matters on behalf of the Office and refers to the appropriate Section or Unit for Action. Monitors and tracks responses.
• Coordinates tier one responses to inquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, senior City staff, and the public.
• Prepares and coordinates communication material within the Division, including newsletters, bulletins, notices, and flyers.

Council and Committee Agenda Management

• Monitors all key reports required for committees and council and ensures deadlines are met. Annotates and reviews Council agendas and flags items that will impact Division operations. Identifies issues and initiates responses.
• Maintains awareness of municipal matters while acting with discretion on all confidential matters.

Reporting and Record-Keeping

• 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.
• Coordinates all reports and administrative information, monthly work plan updates, and corporate responsibilities including Human Resources, Health and Safety and prepares the documentation to meet legislative requirements in alignment with established policies and procedures.
• Develops, operates, and maintains an effective record/retrieval system for the office.

Key Qualifications

• Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices, and procedures.
• Considerable experience in planning and organizing appointments, meetings, conferences, and special events in a fast-paced environment, including the preparation of meeting minutes and identifying items for follow-up.
• Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts, and tables.
• Considerable experience preparing agendas, taking minutes at meetings, and identifying items for follow-up.
• Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
• Experience working with confidential materials/information for senior management staff.
• Experience annotating and/or summarizing complex data, reports, briefing notes, and/or committee/council reports.
• Strong analytical and problem-solving skills.
• Ability to prioritize multiple tasks and manage interruptions, to assess situations to determine the importance, urgency, and risks, and make clear decisions that are timely and in the best interests of the Division.
• Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines, and work effectively with minimal supervision, deal with conflicting priorities and work demands.
• Considerable knowledge of municipal operations that may include but is not limited to council proceedings and Freedom of Information.
• Ability to work independently, in a politically sensitive environment, using sound judgement.
• Ability to provide work direction to other support staff.
• Ability to research and prepare information in a timely manner.
• Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
• Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
• Excellent communication skills, both orally and in writing. A strong command of grammar and writing skills for the purpose of proofreading and editing.
• Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
• Must be resourceful, adaptable, and possess a high degree of initiative.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.