ADMINISTRATIVE ASSISTANT 2 Full-time Job

Major Responsibilities:

 

• Performs varied administrative duties and clerical functions in connection with the operation of an organizational unit. May provide work direction and training to assigned staff.
• 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. Administers petty cash.
• Coordinates meetings, events and schedules. Takes/transcribed 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 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. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must specifically relate to the actual duties of the position.
2. Considerable experience in the preparation, drafting, editing and formatting of complex reports, correspondence, presentations, charts, tables and statements.
3. Considerable experience in taking minutes at meetings, required follow up activities and handling confidential and complex documents and reports.
4. Considerable experience in the use of a variety of software packages including Microsoft Office Suite, i.e. Word, Excel, PowerPoint and Outlook, to prepare correspondence, presentations, statistical reports and charts related to organizing, analyzing and reporting data.
5. Experience in planning and organizing appointments, meetings, interviews, conferences, and special events.
6. Excellent organization and time management skills, with the ability to set priorities, meet deadlines and deal with conflicting priorities in a high volume, high stress environment.
7. Ability to provide work direction to administrative staff, including training and orientation.
8. Ability to exercise independent judgement and discretion in dealing with highly confidential materials and matters.
9. Strong analytical and problem-solving skills with proven ability to handle sensitive issues.
10. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
11. 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.
12. Ability to research, gather, and summarize information.
13. Ability to occasionally work flexible hours, including evenings and weekends as required.

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.