Project Administrative Secretary - Toronto, Canada - Toronto Transit Commission

Toronto Transit Commission

Verified Company

Toronto, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

JOB INFORMATION

Requisition ID: 7368

Number of Vacancies: 1

Department:
Vehicle Programs Vehicle Procurement

Salary Information:
$62, $77,513.80

Pay Scale Group: 6SA

Employment Type:

Temporary until March 15, 2024

Weekly Hours: 35

Off Days:
Saturday and Sunday

Shift:
Day

Posted On:
March 22, 2023

Last Day to Apply:
March 23, 2024

Reports to:
Senior Project Manager

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA.

Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud.

The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy.

"

General Accountability:

Provides effective and efficient administrative, secretarial and clerical support to the department/section. The role may also provide back up support to other departmental administrative staff when needed (e.g., during periods of absence).

Key Job Functions:

Provide direct administrative support to the Senior Project Manager and/or Project Manager, as well as administrative support to the Project team.
Plan and coordinate the daily activities of the department/section.
Prepare and/or assist in the preparation of documents, presentations, and reports for use by the department/section, and distribute to the appropriate parties in accordance with established standards.
Prepare and/or assist with the preparation of general and confidential correspondence and communication materials on behalf of the department/section, review and edit for accuracy, grammar, format, etc., and distribute as required.
Liaise with other colleagues/support staff concerning routine administrative matters as well as other departments, and external parties under the direction of department staff.
Compile and process data, verifying correctness, accuracy and consistency of information following established procedures and within timelines.
Monitor and track information/data/records, following up, and updating as required.
Prepare and maintain complete and current project files using the designated document control system (i.e. SharePoint, Project Online and other ACCESS database systems).
Retrieve and compile correspondence and/or data relating to specific projects/issues for use by the Project Manager and other senior personnel.
Maintain a followup and action system for issues requiring responses to letters/memos and other requests by staff.
Act as recording secretary for Project related meetings as required.
Record, profile and sort incoming/external correspondence, submittals and faxes using document control system.
Provide instruction and guidance as required, coordinate training for department/section staff and assist as required.
Provide back up support and/or other support functions to the department/section.
Participate and assist with special projects and activities as directed.
Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC's commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC's policies.

Skills:

Communicate in a variety of mediums
Maintain documentation and historical records
Plan and organize activities / projects to meet section and organizational goals

Education and Experience:

Completion of a postsecondary college diploma or university degree in a related discipline or combination of education, training and experience deemed to be equivalent.

Additional Requirements:

Sound knowledge of administrative concepts and practices.
Proficient in the use of current computer software packages applicable to work performed, including, word processing, spreadsheets, graphic presentations, databases etc. (i.e., MS Office, SharePoint)
Detail oriented and possess welldeveloped organizational and interpersonal skills.
Effective oral and written communications skills to exchange and verify information.
Must be able to work in a team environment, and to oversee and coordinate work of others when assigned.
Must be capable of producing high volume, quality work, meet required deadlines and have the ability to handle several responsibilities, under mínimal supervision, in a dynamic demanding environment.
Requires sound knowledge of departmental and TTC policies, procedures and practices applicable to the work performed.

The TTC'