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    administrative assistant 2 - Toronto, Canada - City of Toronto

    City of Toronto
    City of Toronto Toronto, Canada

    5 days ago

    Default job background
    Full time
    Description

    Responsibilities

    :
  • Performs varied specific, measurable, achievable, realistic and timely administrativeduties and clerical functions in connection with the operation of an organizational unit.May provide work direction and training to assigned staff.
  • Proactively prepares schedule of weekly and monthly activities to accelerate and improvedelivery of executive commitments.
  • Utilizes strong administrative customer service skills, over the phone, in person and withclients.
  • Utilizes administrative acumen to understand and action priority and sensitive materialthat requires executive action.
  • Exercises caution and discretion with labour relations, personnel and other confidentialinformation. Types correspondence including that of a confidential nature, such asdisciplinary letters.
  • Handles scheduling of appointments and ensures that the appropriate information isprovided.
  • Conducts background research, investigations and retrieves information on variousissues.
  • Screens, reviews and prioritizes incoming mail, processes correspondence, and initiatesresponse.
  • Ensures that the tracking and following up of requests is maintained and deadlines aremet.
  • Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
  • Liaises with and exchanges information with all levels of staff, elected officials and thepublic.
  • Prepares and processes various documents/statistical summaries/reports requiring theassessment and analysis of data. Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
  • Checks work for accuracy and conformity with regulations, policies and procedures andcorrects/resolves outstanding/incorrect items prior to signature.
  • Operates various office equipment and computers utilizing a variety of desktopapplications and corporate systems. Prepares presentation material utilizing detailedlayout and formatting.
  • Coordinates and maintains a complex record/retrieval system. Maintains supplies andinventories.
  • Responds to enquiries and complaints from senior staff, the public, agencies, and otherlevels of government utilizing in-depth knowledge of procedures, regulations, criteria, records detailed messages.
  • Assists with budget administration for the unit. Administers petty cash.
  • Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
  • Maintains continuous awareness of municipal matters, departmental administrativesystems and procedures, organization structures in the division, and major activities inorder to provide effective administrative assistance.
  • Prepares and organizes Council materials (including confidential and employment/labourrelation matters),

    • Key Qualifications:

  • Considerable experience in the performance of operational and administrative support dutiesto senior management, handling a broad range of administrative matters, office practices andprocedures.
  • Considerable experience planning, scheduling, and organizing appointments, meetings,interviews, conferences, and events, and taking minutes and action items at meetings, withfollow-up activities.
  • Considerable experience using a variety of software packages including advanced knowledgeof Microsoft Office Suite, i.e. Word, PowerPoint, Excel, and Outlook, and Visio.
  • Considerable experience in the preparation and drafting of standard correspondence andreports, editing the layout and formatting of complex reports, correspondence, charts, tablesand statements to Council and Committee.
  • Ability to conduct research in technology trends and new developments.
  • Highly developed customer service and interpersonal skills with the ability to communicateeffectively at all organizational levels, including the political level, the members of the publicand external contact.
  • Knowledge of vendor and contract administration including familiarity working with contractorsis considered an asset
  • Demonstrated knowledge of, and the ability to handle, municipal operations, policies andprocedures, and current political issues that may include but is not limited to councilproceedings, corporate protocols, established Committees functions; both internal and specialinterest groups and current political issues.
  • Excellent organizational and time management skills, including attention to detail, and ability toset priorities, meet deadlines and deal with conflicting priorities and work demands.
  • Excellent interpersonal, analytical and problem-solving skills to deal effectively with all levelsof staff and the public and handle sensitive issues.
  • Familiarity with Technology Services procurement policies and processes is an asset.
  • Demonstrable multi-tasking skills to handle the workload of a senior executive.
  • Demonstrated ability to exercise independent judgement and discretion in dealing withconfidential operational matters and management staff in the absence of the Deputy ChiefTechnology Officer/Director.
  • Ability to work beyond normal business hours and weekends, when necessary.
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