ADMINISTRATIVE ASSISTANT 1 Full-time Job

Major Responsibilities:

Your primary responsibilities as an Administrative Assistant 1 will focus on performing a variety of specialized administrative support to assist with the day-to-day management control, operations and coordination of complex projects and/or program related functions in the Office of the Deputy City Manager, specifically:

 

Office Administration

• Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, telephone calls and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly.
• Coordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff as required.
• Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor’s office and Councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations and protocols.
• Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures.
• Applies and checks layout and formatting guidelines. Proofreads own and others material.
• Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• Maintains strict confidentiality at all times.
• Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration.
• Prepares agendas, takes/transcribes minutes and follows-up on action required.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation material on various software, including PowerPoint.
• Organizes and maintains up-to-date manuals such as Council and Corporate administrative policies and guidelines.
• Maintains continuous awareness of the City operations, administrative policies and procedures. Monitors administrative processes of the office to ensure adherence to relevant City policies and efficient operations.
• Coordinates the development and implementation of secretarial and administrative   standards and procedures.
• Attends various meetings, events.
• Promotes and delivers excellent customer service.
• May handle special projects.

 

Human Resources and Financial Management

• Monitors, tracks and reports attendance.
• Checks and ensures the preparation of the recruitment and organizational change documents are in accordance with Corporate and service area policies.
• Maintains staffing and recruitment information and documentation. 
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitration, letters of discipline, contingency planning, position termination, restructuring and downsizing initiatives.
• Assists in the co-ordination of service area labour disruption plans as required.
• Coordinates the submission of petty cash reimbursements, supplier payments and other administrative matters for the office.

 

Communications and Issues Management

• Receives and provides initial response including initial data collection related to telephone calls, email and correspondence from the general public and staff and refers for appropriate action.
• Responds to, and helps resolve, issues raised by staff, internal and external stakeholders, and the public.
• Receives Fraud and Waste, Ombudsman, Auditor General, Internal Audit and other matters on behalf of the DCM's Office and refers to the appropriate Division for Action. Monitors and tracks responses.
• Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, senior City staff and the public.
• Prepares and co-ordinates communications material within the service area, including newsletters, bulletins, notices and flyers.

 

Council and Committee Agenda Management

• Monitors all key reports required for committees and council and ensures deadlines are met.
• Annotates Council agendas and flags items that will impact on Division operations. Identifies issues and initiates responses.
• Maintains awareness of municipal matters while acting with discretion on all confidential matters.

 

Reporting and Record-Keeping

• Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
• Coordinates all reports and administrative information, monthly work plan updates and corporate responsibilities including Human Resources, Health and Safety and prepares the documentation to meet legislative requirements in alignment with established policies and procedures.
• Develops, operates and maintains an effective record/retrieval system for the office.

 

Key Qualifications:

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

2. Experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.

3. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables.

4. Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up.

5. Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).

6. Strong analytical and problem-solving skills.

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

8. Considerable knowledge of municipal operations that may include but is not limited to council proceedings and Freedom of Information.

9. Ability to work independently, in a politically sensitive and confidential environment, using sound judgement.

10. Ability to provide work direction to other support staff.

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

12. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.

13. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.

14. Excellent communication skills, both orally and in writing. A strong command of grammar and writing skills for the purpose of proof reading and editing.

15. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.

16. Must be resourceful, adaptable and possess a high degree of initiative.

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

18. Knowledge of the Agenda Forecasting System (AFS) and the Letter Tracking System (LTS) would be considered an asset.

Toronto, the capital of the province of Ontario, is a major Canadian city along Lake Ontarios northwestern shore. It's a dynamic metropolis with a core of soaring skyscrapers, all dwarfed by the iconic, free-standing CN Tower. Toronto also has many green spaces, from the orderly oval of Queens Park to 400-acre High Park and its trails, sports facilities and zoo.