ADMINISTRATIVE ASSISTANT 2 Full-time Job

• Posting Period: 22-MAY-2024 to 29-MAY-2024
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This is an exciting time to join the City Manager’s Office (CMO). The successful candidate will support multiple teams within the City Manager’s Office, that work on a range of cross corporate initiatives, and manage relationships with a variety of internal and external stakeholders. Working closely with other Administrative Assistants and staff within the CMO and the Deputy City Managers’ Offices (DCMOs), this is a collaborative team environment that works to deliver on the priorities of Council and the City Manager.

 

 

Major Responsibilities:

 

In this role the Administrative Assistant 2 will provide a variety of administrative functions in support of the CMO teams including:

 

• Performs varied administrative duties and clerical functions to support the operation of an organizational unit. May provide work direction and training to assigned staff.
• Exercises caution and discretion with reports, correspondence, labour matters, personnel and other confidential information. Prepares correspondence including that of a confidential nature, such as disciplinary letters or letters of offer.
• Schedules appointments, books virtual or in-person meeting space and ensures participants have all required information.
• Coordinates meetings, events and schedules. Takes/transcribes notes and follows up on information requests as required.
• Conducts research and retrieves and stores information on various issues, including in databases and record management systems.
• Screens, reviews and prioritizes incoming hardcopy and electronic mail, processes correspondence, and initiates, tracks, and provides initial response.
• Maintains tracking and following up of requests and ensures deadlines are met.
• Liaises with and supports the exchange of information with all levels of staff, elected officials, Accountability Officers, public appointees and the public.
• Prepares and processes various documents/ summaries/reports requiring the compilation of information, assessment of policies and analysis of data. Drafts correspondence, composes and prepares letters and memos and routes or answers correspondence.
• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, briefing notes. Formats Committee reports prior to signature.
• Checks work, including draft reports, presentations, memos, briefing notes and correspondence for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers using a variety of desktop applications and corporate systems. Prepares presentation materials ensuring detailed layout, formatting and accuracy.
• Coordinates and maintains complex record/retrieval system. Maintains supplies and inventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government applying in-depth knowledge of procedures, regulations, criteria, etc., records detailed messages, and tracks follow up.
• Assists with budget administration for the unit.
• Maintains continuous awareness of municipal matters, divisional administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.

 

 Key Qualifications:

1. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, correspondence, charts, tables, and statements to Council and/or Committees. 
3. Considerable experience preparing agendas, taking minutes at meetings, and identifying items for follow up.
4. Considerable experience working with confidential materials and/or information
5. Considerable experience with a variety of software packages including Microsoft 365, Word, Excel, PowerPoint, Outlook, SharePoint and virtual meeting technologies.
6. Excellent communication skills, both verbal and written. A strong command of grammar and writing skills for the purpose of proof-reading and editing.
7. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, as well as deal with conflicting priorities and work demands in a fast-paced environment.
8. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels of the organization, members of Council, and external partners and stakeholders.
9. Strong analytical and problem-solving skills.
10.  Ability to work independently, in a politically sensitive environment, using sound judgement.
11. Ability to support Toronto Public Service values to ensure a culture that champions equity, diversity, and respectable workplaces.
12. Knowledge of government/public sector operations and 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.