ADMINISTRATIVE ASSISTANT 2 Full-time Job

Job ID: 54079

Job Category: Administrative

Division & Section: Technology Services, Enterprise Strategy & Project Delivery

Work Location: METRO HALL, 55 John St. Toronto

Job Type & Duration: Temporary, Full-time, 18 month vacancy

Salary: $62,637.00 - $77,715.00 (2024 rate)

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 20-Mar-2025 to 25-Mar-2025

Major Responsibilities:

Organizational & Coordination Skills:

• Performs varied administrative duties and clerical functions in connection with the operation of the Enterprise Strategy & Project Delivery section. May provide work direction and training to assigned staff.
• Handles scheduling of appointments for the Deputy, Chief Technology Officer and ensures that the appropriate information is provided.
• Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
• Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature by the Deputy, Chief Technology Officer.
• Assists with budget administration for the unit. Administers petty cash.

Customer Service Orientation:

• Conducts background research, investigations and retrieves information on various issues.
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response  on behalf of the Deputy, Chief Technology Officer.
• 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.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Monitors and controls the workflow of the Enterprise Strategy and Project Delivery section, ensuring adherence to relevant policies.
• Liaises and exchanges information with all levels of staff, elected officials and the public.

Communication:

• 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 for the Deputy, Chief Technology Officer.
• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
• 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 relation matters), background, briefing notes. Formats Committee reports prior to signature.

Key Qualifications:

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

1. Post-secondary education in Project Management, Business Administration or a related discipline, or the approved equivalent combination of education and/or experience.
2. Experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, and triaging responses to emails.
3. Experience utilizing Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook) and SAP (SuccessFactors).
4. Experience working with and preparing, complex reports, correspondence, and documents for management.
5. Experience taking minutes and handling confidential materials/information.
6. Experience with electronic filing systems, records retention policies & practices.
7. Excellent organizational and time management skills including attention to detail, ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands.
8. Strong analytical and problem-solving skills in combination with the ability to handle sensitive issues using strong political acumen.
9. Ability to research and compile data in a timely fashion.
10. Ability to provide work direction to other support staff.
11. Excellent verbal & written communication skills.
12. Ability to work both independently and in a team environment to coordinate work assignments.