Administrative Assistant 1 - Toronto, Canada - City of Toronto

City of Toronto

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job ID: 43165

Job Category:
Administrative

Division & Section:
IDS Transit Expansion, Infrastructure Services

Work Location:
City Hall, 100 Queen Street West

Job Type & Duration:
Full-time, Temporary Vancancy, 12 months

Salary:
$72, $89,713.00, wage grade 5.0

Shift Information:
Monday to Friday, 35 hours per week

Affiliation:
Non-Union

Number of Positions Open: 1

Posting Period: 22-Feb-2024 to 29-Feb-2024

Are you a detail-oriented, organized individual who thrives in a challenging role? If so, consider one of these exceptional Full-time, Temporary, 12 months vacancy opportunity with the IDS Transit Expansion Division within the City of Toronto.

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 that is responsible for the provision of centralized administrative support to the Transit Expansion Division.

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:

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.
Manages, prioritizes and/or redirects inquires and/or provides information and guidance to staff, 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, bylaws, 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, labourmanagement meetings, food services, and staff attendance at conferences.
Prepares agendas, takes/transcribes minutes and followsup on action required.
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.
Promotes and delivers excellent customer service.
May manage special projects.

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.
Manages petty cash, and coordinates the submission of petty cash reimbursements, supplier payments and other administrative matters for the office. Monitors, tracks, and reports attendance.

Communications and Issues Management

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 enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, se