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    support assistant b - Toronto, Canada - City of Toronto

    City of Toronto
    City of Toronto Toronto, Canada

    4 days ago

    Default job background
    Part time, Indefinite
    Description

    Responsibilities

    :
  • Performs varied administrative tasks of a general nature for the program and management staff.
  • Drafts, proofreads, edits and formats correspondence, organizes files, creates or formats reports and summaries, and takes minutes at meetings.
  • Drafts and signs correspondence.
  • Coordinates virtual meetings, events, trainings, and schedules electronic calendaring.
  • Operates office and computer equipment, including a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
  • Communicates and responds to e-mails and telephone inquiries from staff, the public, and external agencies.
  • Provides general information to the public on program services, while providing support to the team.
  • Provides customer service to a diverse group of clients from different backgrounds and life experiences, as well as staff and the public.
  • Checks work for accuracy and conformity with regulations, policy and procedures, and corrects/resolves outstanding items. Identifies issues and recommends solutions.
  • Posts sexual health information on internal software-Knowledgebase
  • Coordinates and maintains complex record/retrieval systems. Maintains supplies inventories.
  • Proficiency in the set-up, maintenance and management of large volumes of information in electronic systems.
  • Carries out data entry functions with speed and accuracy while employing verification techniques.
  • Undertakes research, prepares and processes documents/statistical summaries/reports, etc. Assesses and analyses data.
  • Prepares RPGS forms for invoices.
  • Assists with budget administration for unit.
  • Reviews, prioritizes and distributes manager's mail and enquiries as appropriate.
  • Arranges business travel including conference registration, accommodation and cash advances.
  • Reviews accuracy of expense claims.

    • Key Qualifications:

    Your application must describe your qualifications as they relate to:

  • Considerable office administration experience, providing support to a team/program, which includes providing administrative support to management.
  • Considerable experience drafting, preparing and formatting reports, letters, memos and recording and transcribing minutes.
  • Considerable experience in providing customer service, handling inquiries from the public, clients and/or health professionals, and referring as appropriate.
  • Considerable experience in utilizing a variety of Microsoft software programs, e.g. Word, PowerPoint, Excel, and Outlook
  • Considerable experience maintaining, retrieving and disseminating information using complex database systems and the ability to carry out data entry functions with speed and accuracy, while employing verification techniques.

    • You must also have:

  • Excellent organizational skills with the ability to work effectively according to procedures and timelines and the ability to set priorities.
  • Ability to handle and resolve difficult situations in a professional manner, using knowledge of legislation, regulations, by-laws, policies, practices and procedures and referring as appropriate.
  • Ability to deal with confidential information,
  • Ability to work in an unbiased, inclusive, non-judgemental, diverse work environment.
  • Excellent interpersonal skills and the ability to work effectively and independently as well as a member of a team.
  • Ability to communicate effectively both verbally, and in writing with all levels of staff and the public in a clear and concise manner.
  • Ability to manage cash and assets including coordination, tracking and reporting.
  • Knowledge of Public Health programs and services.
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