ADMINISTRATIVE ASSISTANT 2 Full-time Job

As the Administrative Assistant to the Director, Finance and Administration in Toronto Public Health, you will use your administrative skills to deliver top-quality services supporting the Finance and Administration portfolio. You will contribute to a positive team environment by upholding all TPH values including equity and inclusion. You will perform a variety of administrative functions and actively contribute to achieving the F&A goals and objectives. 

 

Major Responsibilities:

 

Reporting to a Public Health Director your primary responsibilities as Administrative Assistant 2 will be varied, but will include:

 

Office Administration

• Monitors and controls the workflow of the Directorate, ensuring adherence to relevant policies.
• Handles scheduling of appointments and ensures that the appropriate information is provided.
• Conducts background research and investigations, and retrieves information on various issues.
• Coordinates meetings, events and schedules.
• Takes/transcribes minutes at meetings, events, etc., 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.
• Operates a variety of office equipment and computers, utilizing a variety of desktop applications and corporate systems.
• Checks work for accuracy and conformity with regulations, policies and procedures, and corrects/resolves outstanding/incorrect items prior to signature.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
• May provide work direction and training to assigned staff.

 

Communications and Issues Management

• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
• Liaises and exchanges information with all levels of staff, elected officials and the public.
• Ensures that the tracking and following up of requests are maintained and deadlines are met.
• 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.
• Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
• Prepares presentation material utilizing appropriate layout and formatting.

 

Human Resources and Financial Management

• Exercises caution and discretion with confidential information (e.g labour relations)
• Prepares correspondence, including that of a confidential nature.
• Assists with budget administration for the Unit.

 

Reporting and Record Keeping

• Coordinates and maintains a complex record/retrieval system.
• Manages the procurement of supplies and maintains inventories.

 

Council and Committee Agenda Management

• Prepares and organizes Council materials (including confidential and employment/labour relations matters), background, and briefing notes.
• Formats Committee reports.

 

Key Qualifications:

 

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

 

1. Considerable experience providing administrative support to senior leaders, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience organizing and scheduling meetings, conferences and special events.
3. Considerable experience in the preparation, drafting and editing of correspondence and reports, charts, tables and statements.
4. Considerable experience utilizing a variety of software packages (e.g. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
5. Experience supporting administration in a Finance or Corporate Services function.
6. Ability to work independently and in a team, in a politically sensitive environment, using sound judgement.
7. Ability to prioritize multiple tasks and manage interruptions, assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the organization.
8. Ability to deliver excellent customer service at all levels, including internal and external partners and stakeholders.
9. Ability to research and prepare information in a timely manner.
10. Strong analytical and problem-solving skills.
11. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines, deal with conflicting priorities and work effectively with minimal supervision.
12. Excellent communication skills, both orally and in writing, including a strong command of grammar and writing skills for the purpose of proofreading and editing.

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.