Administrative Assistant 2 - Toronto, Canada - City of Toronto

City of Toronto

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job ID: 42850

Job Category:
Administrative

Division & Section:
Legal Services, Legal Municipal Law

Work Location:
METRO HALL, 55 John St, Toronto, M5V 3C6

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: 22-Nov-2023 to 6-Dec-2023

Major Responsibilities:

Provides executive level administrative, secretarial and program related functions to support the Legal Services Division.
Performs varied administrative duties and clerical functions in connection with the operation of an organizational unit.
May provide work direction and training to assigned staff.
Exercises caution and discretion with respect to labour relations, personnel and other confidential information. Prepares correspondence including that of a confidential nature, such as disciplinary letters.
Handles scheduling of appointments, facilities and ensures that the appropriate information is provided.
Conducts background research, investigations and retrieves information on various issues.
Screens, reviews and prioritizes incoming mail, processes and directs correspondence, and initiates response.
Ensures that the tracking and following up of requests is maintained and deadlines are met.
Assists with monitoring and controlling the workflow of the unit, ensuring adherence to relevant policies.
Liaises with and exchanges information with all levels of staff, elected officials and the public.
Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
Checks work for formatting and accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
Coordinates and maintains office record/retrieval systems. Maintains supplies and inventories.
Responds to and or refers enquiries and complaints both telephone and written, from senior staff, the public, agencies, and other levels of government utilizing indepth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
Prepares legal forms.
Ensures that legal and administrative deadlines are diarized and brought to the attention of the appropriate Solicitor/Director in a timely manner.
Coordinates meetings, events and schedules. Takes/transcribes minutes as required.
Maintains continuous awareness of departmental administrative systems and procedures, organization structures in the division, and major corporate/divisional activities in order to provide effective administrative assistance.
Prepares, formats and organizes Agency/Board/Committee/Council materials and reports (including confidential matters), background, Briefing Notes. Formats Committee/Council reports prior to signature.

Key Qualifications:

Considerable experience in the performance of legal secretarial and administrative support duties at a senior level, handling a broad range of administrative matters, standard office practices and procedures relevant to the actual duties of the position.
Considerable experience taking minutes at meetings, required followup activities and handling confidential and complex documents and reports.
Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, tables and reports to Council and Committees/Agencies/Boards.
Extensive experience with a variety of software packages including Microsoft Office Suite as well as Outlook.
Considerable experience planning and organizing meetings, conferences and special events with all levels of staff, elected officials, other levels of government and the public.
Ability to use initiative and exercise interpersonal skills and judgement in daily work.
Experience working with confidential materials/information for senior management, and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
Excellent organizational and time management skills, including attention to detail, with the ability to set priorities, meet deadlines and deal with conflicting priorities in a high volume, high stress environment.
Highly developed customer service and interpersonal skills with the ability to communicate effectively both orally and in writing at all organizational levels, including the political level, members of the public and external agencies.
Knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols, established Committees functions; both internal and special interest groups and current political issues.
Ability to research a