ADMINISTRATIVE ASSISTANT 1 Full-time Job

As the Administrative Assistant 1 you will be responsible for providing a full range of administrative services at the senior-management level. Your administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex municipal government setting. Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact, will support ensuring effective day to day operations.

 

Major Responsibilities:

• Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Mayor's office, city councillors, and the Chief Administrative Officer and department staff.
• Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
• Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
• Responds and helps resolve issues of upset and concerned clients seeking redress.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.
• 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. Proof-reads own and other's material.
• Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
• Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
• Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
• Co-ordinates labour disruption plans.
• Co-ordinates and maintains the records management system.
• 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, protocols.
• Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• 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.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
• Attends various meetings, events, hearings, and acts as the unit representative.
• May review applications from the public and handle special projects.
• Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
• Manages assigned PCard, including making authorized purchases in accordance with the corporate policies and guidelines.
• Monitors tracks and reports attendance management.
• Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

 

Key Qualifications:

1. Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Extensive experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables, and statements to senior and executive management.
3. Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up, in coordination with other admin staff.
4. Experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
5. Proficient in the use of Microsoft Office Applications, managing databases and an aptitude for learning new technologies/systems.
6. Knowledge of financial management software such as SAP is an asset.
7. Knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols, esablished Committees functions, both internal and special interest groups and current political issues.
8. Strong analytical and problem solving skills in combination with the ability to perform duties under minimal supervision in a politically sensitive environment, using sound judgement and discretion including handling of confidential materials and information.
9. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced environment.
10. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines, assess situations to determine importance, urgency and risks, and make clear decisions or deal with conflicting priorities and work demands.
11. Highly developed interpersonal skills with the ability to deliver excellent customer service at all levels and with external partners and stakeholders.
12. Excellent communication skills, both orally and in writing.
13. Must be resourceful, adaptable and possess a high degree of initiative.
14. Ability to provide work direction to other support staff.
15. Ability to research and prepare information in a timely manner.
16. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
17. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

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.