SUPPORT ASSISTANT B

Work Location: Various, see list below

Job Type & Duration: Full-time, 6 Permanent

Hourly Rate: $33.34 - $36.55

Shift Information: Monday to Friday, 35 hours per week

Affiliation: L79 Full-time

Number of Positions Open: 6

Posting Period: 27-MAR-2025 to 10-APR-2025

Work Locations:

• 850 Coxwell Avenue
• 399 The West Mall
• 1530 Markham Road
• 433 Eastern Avenue

Major Responsibilities:

1. Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash.
2. Prepares and processes documents/statistical summaries/reports etc. Assesses and analyses data. Drafts and signs correspondence.
3. Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions. Performs complex calculations.
4. Directs, coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff.
5. Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
6. Co-ordinates and maintains a complex record/retrieval system. Maintains supplies inventories.
7. Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, and criteria.
8. Reviews, accepts, or rejects material/applications from the public, ensuring all criteria have been met.
9. Receives and pays out cash and cheques, controls, monitors, and balances petty cash, prepares bank deposits, withdrawals, reconciliations, and processes/checks financial payments. Assists with budget administration for unit.
10. Co-ordinates meetings, events, and schedules. Takes/transcribes minutes.
11. Maintains filing and retrieval systems for records/documents.
12. Prepares, sorts, processes, collects, opens, distributes, and delivers mail, cash, bank deposits.
13. Monitors, orders, and maintains supplies/resource materials for unit or other locations.
14. Payroll functions, including but not limiting to updating attendance to weekly timesheets, overtime, invoicing etc.
15. Receives, records, and assigns complaints/inquiries from 311 call centre agents and other internal or external stakeholders.
16. Explains policies and procedures to the public, internal and external stakeholders refer calls or email to proper authorities, when necessary, initiates service requests and records related information.
17. Performs general administrative duties as required.

Key Qualifications:

1. Considerable experience working in a customer service-oriented environment, performing various administrative tasks.
2. Considerable experience with a range of office equipment and computer software programs such as Microsoft Office Suite (i.e. Microsoft Word, PowerPoint, Excel, Outlook).
3. Considerable experience creating documents, reports, charts, and spreadsheets.
4. Ability to work overtime when required including evenings, weekends, and statutory holidays.
5. General understanding of current issues and trends in municipal law enforcement and the ability to respond to inquiries requiring knowledge of the operational area/function.
6. Knowledge of software packages relevant to supporting the division’s specific job requirements (example: Licensing System, ICON, Captiva, T-Recs, Front Desk, IBMS, SAP etc.).
7. Excellent interpersonal skills with the ability to provide a high level of customer service and respond to e-mail, telephone and in-person inquiries in an efficient, discreet, and diplomatic manner.
8. Strong organizational and multi-tasking skills with the proven ability to set priorities and work effectively and independently under frequent time deadlines.
9. Ability to carry out confidential data entry and retrieval functions with speed and accuracy, employing verification, and using a complex database.
10. Ability to deal with sensitive and confidential matters related to bylaw investigations.
11. Ability to set up and maintain manual and computerized filing systems in accordance with Corporate Records Management.
12. Ability to deal with difficult clients, de-escalate and diffuse challenging situations and successfully resolve customer issues in a diplomatic, unbiased, and professional manner.
13. Ability to exercise discretion, tact and diplomacy when dealing with confidential and sensitive information.
14. Strong analytical, problem solving, multi-tasking, organizational and time management skills, with the ability to work independently with little direction and as a member of a team.
15. Excellent keyboarding and proof-reading skills with emphasis on accuracy and attention to detail.
16. Ability to compile financial data and statistical summaries and to balance documents.
17. Experience with procurement, purchasing and payment processes.
18. Knowledge and understanding of City by-laws and related legislation.
19. General knowledge of court proceedings, tribunal process and procedures.

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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.