ADMINISTRATIVE ASSISTANT 2

Job ID: 46578 Job Category: Administrative Division & Section: Strategic Capital Coordination Office Work Location: 100 Queen St. W, 10th Floor, East Tower (City Hall) Job Type & Duration: Full-time, Permanent Vacancy Salary: $62,637 - $77,715, TX0003, Wage Grade 4 Shift Information: Monday to Friday, 35 hours per week Affiliation: Non-Union Qualified List will be established to fill permanent and temporary positions. Number of Positions Open: 1 Posting Period: 19-June-2024 to 3-July-2024
Are you ready for your next career move? Are you a detail-oriented, organized individual who thrives in a challenging role? If so, consider this permanent, full-time opportunity of an Administrative Assistant 2 where you can further develop your career path and gain insight into the Citys Infrastructure Services division and overall organization.
As the Administrative Assistant, you will be supporting the Director, Strategic Capital Coordination Office. In this role, you will use your administrative skills to deliver top-quality service and contribute to a positive team environment which values equity and inclusive behaviours. You will perform a variety of administrative functions, and actively contribute to achieving the mission, goals and objectives of the Strategic Capital Coordination Office.
Major Responsibilities: Reporting to the Director, Strategic Capital Coordination Office, your primary responsibilities as Administrative Assistant 2 will vary but will include:
Office Administration

• Performs varied administrative duties and clerical functions in connection with the operation of the office. May provide work direction and training to assigned staff.
• Handles scheduling of appointments and ensures that the appropriate information is provided.
• Conducts background research and investigations and retrieves information on various issues.
• Coordinates meetings, events, and schedules.
• Takes/transcribes minutes at meetings, events, etc., 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.
• Operates a variety of office equipment and computers, utilizing a variety of desktop applications and corporate systems.
• Checks work for accuracy and conformity with regulations, policies, and procedures, and corrects/resolves outstanding/incorrect items prior to signature.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
• May provide work direction and training to assigned staff.

Communications and Issues Management

• Liaises and exchanges information with all levels of staff, elected officials and the public.
• Ensures that the tracking and following up of requests are maintained and deadlines are met.
• 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.
• Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
• Prepares presentation material utilizing appropriate layout and formatting.

Human Resources and Financial Management

• Exercises caution and discretion with confidential information (e.g labour relations)
• Prepares correspondence, including that of a confidential nature.
• Assists with budget administration for the Unit.

Reporting and Record Keeping

• Coordinates and maintains a complex record/retrieval system.
• Manages the procurement of supplies and maintains inventories.

Council and Committee Agenda Management

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

Key Qualifications: Your application for the role of Administrative Assistant 2 must describe your qualifications as they relate to:

• Considerable experience providing administrative support to senior leaders, handling a broad range of administrative matters, standard office practices and procedures.

• Considerable experience organizing and scheduling meetings, conferences and special events.

• Considerable experience in the preparation, drafting and editing of standard correspondence and reports, charts, tables and statements.

• Considerable experience utilizing a variety of software packages (e.g. Microsoft Word, Excel, PowerPoint, Outlook, etc.).

• Ability to work independently and in a team, in a politically sensitive environment, using sound judgement.

• Ability to prioritize multiple tasks and manage interruptions, assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the organization.

• Ability to deliver excellent customer service at all levels, including internal and external partners and stakeholders.

• Ability to research and prepare information in a timely manner.

• Strong analytical and problem-solving skills.

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

• Excellent communication skills, both orally and in writing, including a strong command of grammar and writing skills for the purpose of proofreading and editing

• Resourcefulness, adaptability and a high degree of initiative.

• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

A Qualified List of candidates will be established for the Administrative Assistant 2 position in the Strategic Capital Coordination Office and will be in effect for 12 months from the date the list is created. Qualified candidates on the list may be considered when filling future permanent and/or temporary vacancies in this position.
Notes: Applicants are required to demonstrate in their resume that their qualifications match those specified in the job posting.
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.