Administrative Assistant 2 - Toronto, Canada - City of Toronto
Description
Job ID: 35023
Job Category:
Administrative
Division & Section:
Municipal Licensing & Standards,
Work Location:
City Hall, 100 Queen St W, Toronto, M5H 2N1
Job Type & Duration:
Full-time, Permanent Vacancy
Salary:
$62,480-$75,087
Shift Information:
Monday to Friday 35 hours per week per week
Affiliation:
Non-Union
Number of Positions Open: 1
Posting Period: 15-May-2023 to 29-May-2023
Major Responsibilities:
The primary functions associated with this position include but are not limited to:
- Performs varied administrative duties and clerical functions in connection with the operation of the Office of the Executive Director.
- Provides executive level administrative support to the Office of the Executive Director in the daytoday operations and provides related support to the Manager Finance & Business Services, as and when required.
- Provides support to the Administrative Assistant 1 and performs backup duties in his/her absence.
- Exercises caution and discretion with labour relations, personnel and other confidential information.
- Prepares and processes documents of a confidential nature related to human resources, investments, negotiations, fraud and waste hotline, bargaining, contingency planning, pension and payroll, corporate initiatives, etc.
- Handles scheduling of appointments and ensures that the appropriate information is provided to the Executive Director well in advance.
- Coordinates meetings and events.
- Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
- Attends meetings and takes/transcribes minutes as required.
- Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
- Screens, checks work and financial signing documents for accuracy and conformity with regulations, Corporate/Cluster policies and procedures and corrects/resolves outstanding/incorrect items prior to Executive Director's signature.
- 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.
- Initiates responses on matters not requiring the personal attention of the Executive Director.
- Conducts background research, investigation, retrieves and consolidates information from various sources including internet, Clerks' Meeting Monitor, extracts and consolidates information.
- Assists the Administrative Assistant 1 in the preparation of correspondence, Council materials, reports, briefs, presentations and meeting materials.
- Reviews Council and Standing Committee agendas, flagging all reports submitted by the Executive Director's Office and those that have a financial impact. Prepares and organizes agenda materials, background and briefing notes in binders.
- Retrieves, formats, assigns tracking numbers and prints Council / Committee reports for the Executive Director's signature.
- Delivers staff reports to Clerks and picks up reports from other divisions, as required.
- Distributes copies of signed staff reports and maintains record/retrieval system for Council/ Committee reports, directives and decision documents.
- Coordinates and prepares list of Time Sensitive reports for Committees and City Council.
- Assists the Administrative Assistant 1 with the monitoring and maintaining of the Committee/Council directives. Maintains and updates Agenda Forecasting System for the Executive Director and the division. Tracks and follow
- Assists the Administrative Assistant 1 with the monitoring and maintaining of a manual and electronic Issues Tracking System.
- Assigns tracking numbers to all requests referred to the Executive Director, forwards to appropriate Division/Lead and enters in the Issues Tracking System to ensure enquiries/complaints are processed and resolved in a timely manner, including necessary follow up.
- Coordinates and maintains an efficient and effective record/retrieval system for the office in accordance with the Corporate Record Management guidelines.
- Files reports, letters, memos, and general correspondence for the Executive Director's office.
- Archives files according to corporate guidelines.
- Screens, reviews and prioritizes incoming mail for the Executive Director, processes correspondence, and initiates response.
- Registers incoming mail and distributes to appropriate staff.
- Orders and maintains an inventory of office supplies and equipment for Executive Director's office.
- Performs special projects, special deliveries and photocopying, as required.
- Performs other related work, as assigned.
Key Qualifications:
- Considerable experience in the performance of secretarial and administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures, specifically to the actual
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