Support Assistant A - Toronto, Canada - City of Toronto

City of Toronto

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Job ID: 37429

Job Category:
Administrative

Division & Section:
Toronto Water, TW Water Treatment & Supply

Work Location:2701 Queen St. East, Toronto

Job Type & Duration:
Full-time, Permanent Vacancy

Hourly Rate and Wage Grade:
$ $39.95 hourly

Shift Information:
Monday to Friday, 35 hours per week

Affiliation:
L79 Full-time

Number of Positions Open: 1

Posting Period: 13-Jul-2023 to 27-Jul-2023

Major Responsibilities:

Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and coordination of various documentation and processes including the bidding processes, and analyzing requests for information required
Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation
Ensures service delivery of the unit and monitors/controls unit work standards. Reviews processes/work for accuracy, prior to authorizing
Assists with administration of recruitment and complement management
Identifies and recommends modifications and oversees implementation of changes and assists with operational programs/functions
Administers, prepares, processes and composes documents, statistical summaries and reports
Interprets and applies regulations and practices. Prepares calculations pertaining to operating budgets and actual. Compiles data for use in forecasting and budgeting
Provides information and guidance to divisional staff, Councillors, the public, agencies, other levels of government etc., orally or in writing
Provides work direction, coordination, training and guidance to assigned staff
Operates computers utilizing and manipulating a variety of software packages. Prepares and/or presents presentation materials
Coordinates and/or attends multiple staff meetings as an active participant, taking and distributing meeting minutes in a timely manner
Maintains facility records related to budget administration, purchase orders and data entry materials
Investigates and analyzes problems associated with accounts, purchasing etc., and takes corrective action
Administers Time and Attendance system
Participates with the Facility Management Team to monitor and review administrative procedures with the view to effecting improvements, where necessary
Utilizes customer service skills to effectively respond to Water Supply inquiries and service requests by phone or in writing
Represents the unit on various committees which may include organizing, scheduling meetings / visits and recording / maintaining data
Maintains, labels and updates data
Coordinates / schedules ergonomic assessments and data
Supports the attendance management program by tracking vacation, sick time, and overtime in SAP and extracting reports from corporate Document Direct Software
Maintains an awareness of and adheres to current related government legislation such as the Occupational Health and Safety, Safe Drinking Water Act, etc.

Key Qualification:

Extensive administrative/clerical experience at a senior level with experience related to the actual major responsibilities of the position.
Extensive experience with a variety of software packages including Microsoft Office Suite (i.e. Word, Excel); and various database systems software such as SAP Financial and Payroll Systems, Outlook, Content Server, FPARS and Enterprise Learning Initiative (ELI) or equivalent.
Experience formatting complex reports including reviewing, compiling, analyzing and reporting
Experience in development of budgets and providing administrative support with complement management

You must also

have:

Good knowledge of corporate, departmental regulations and relevant corporate and divisional policies, procedures and guidelines as they relate to actual job duties.
Working knowledge of WMS & PAIRS, including preparation of correspondence, formatting of reports and presentation of material extracted from WMS & PAIRS is an asset.
Ability to exercise independent judgement and discretion in dealing with confidential operational matters and management staff.
Ability to prioritize work schedules, handle multiple projects and complete assigned duties within deadlines.
Highly developed interpersonal skills with the ability to communicate effectively, both orally and in writing and maintain effective working relationships with all levels of staff and the public.
Advanced knowledge of financial and internal controls.
Ability to work independently in a customer service focused environment. Must be regularly able to report to various locations throughout the city. Must be able to work in an industrial setting, including construction sites.
Familiarity with related government legislation such as the Occupational Health and Safety, Safe Drinking Water Act, etc.
Knowledge of human resources policies and procedures i.e. alternate rates, terminations, increments