City of Toronto Hiring for ADMINISTRATIVE ASSISTANT 2 at Toronto, ON Full Time

Division & Section: Toronto Water, General Manager’s Office

Work Location: City Hall, 100 Queen Street West

Job Type & Duration: Permanent, Full-Time

Salary: $61,243.00 – $71,944.60 Annually, TX0003, Wage Grade 4

Shift Information: 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 06-Oct-2021 to 21-Oct-2021

Job Description:
The Administrative Assistant 2 performs varied administrative duties and program support functions for the General Manager, Toronto Water and provides administrative support to assigned Toronto Water Director(s). Provides support to the Administrative Assistant 1 in the General Manager’s Office including back-up duties in his/her absence. May be required to work at various work locations across the City.

Major Responsibilities:
Performs varied administrative duties and clerical functions in connection with the operation of an organizational section to which they may be assigned. May provide work direction and training to assigned staff.

Provides support to Administrative Assistant 1 in the General Manager’s Office, and performs back-up duties in his/her absence. Works collaboratively with other Administrative Assistant 2s as a team and provides back-up support in each other’s absence.

Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.

Handles scheduling of appointments and ensures that the appropriate information is provided.

Conducts background research, investigations and retrieves information on various issues.

Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.

Ensures that the tracking and following up of requests is maintained and deadlines are met.

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 the public.

Prepares and processes various documents/statistical summaries/reports requiring the assessment 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 and corrects/resolves outstanding/incorrect items prior to signature.

Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.

Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.

Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.

Assists with budget administration for the unit and with monitoring and tracking of section complement.

Coordinates meetings, events and schedules. Takes/transcribes minutes as required.

Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.

Prepares and organizes Council materials (including confidential and employment/labour relations matters), background, briefing notes. Formats Committee reports prior to signature.

Key Qualifications:
Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.

Considerable experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite (including but not limited to Word, PowerPoint, Excel, Visio and Outlook), to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.

Considerable experience in planning and organizing appointments, meetings, interviews, conferences and special events.

Considerable experience in the preparation, drafting, editing and formatting of complex reports, correspondence, charts, tables and statements to Council and/or Committees.

Considerable experience in taking minutes at meetings, required follow-up activities and handling confidential and complex documents and reports.

Experience working with confidential materials/information for senior management.

Must be flexible to work at various locations, flexible hours, and must be flexible to work long hours to meet operational needs in peak periods, including weekends and evening as required.

Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external partners and agencies.

Strong analytical and problem solving skills with proven ability to handle sensitive issues.

Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.

Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.

Ability to research and gather information.

Ability to develop and implement administrative work procedures and systems.

Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.

Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.

Knowledge of, and the ability to handle municipal operations, Council proceedings, and current political issues.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City’s Mandatory Vaccination Policy.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.