ADMINISTRATIVE ASSISTANT 3 Full-time Job

The City of Toronto’s Fire Services Division has two opportunities available as an Administrative Assistant 3 (AA3). These positions report to the respective Divisions Chiefs and provide a variety of administrative and program related duties.

 

AA3 for Fire Services Community Risk Reduction Section:

Reporting to and supporting the Division Chiefs of the Inspections and Enforcement Unit and the Public Education Unit, the incumbent will provide a variety of administrative and program related functions in a high volume and time sensitive work environment. In addition to the responsibilities set out below, the Administrative Assistant 3 will be responsible for managing and overseeing multiple email inboxes at one time, assimilating high volumes of information and determining appropriate action.

 

AA3 for Fire Services Administrative Services Section: 

Reporting to and supporting the Division Chief, Staff Services, the incumbent in this position will provide a variety of administrative duties, including preparing confidential correspondence and documents, such as grievance responses, disciplinary letters and other employment related documents; coordinating appointments and meetings, such as investigative interviews, Step 2 grievance hearings, and other meetings when required; compiling and preparing materials and agenda for meetings and taking and transcribing minutes of meetings; organizing and assisting in the preparation and dissemination of materials such as information related to grievances and arbitrations; preparing a variety of monthly, quarterly and annual reports as well as ad hoc reports; managing email boxes and providing support to other Staff Services team members when requested.

 

Major Responsibilities:

 

• Prepares and processes a variety of documents including statements, forms, legal documents, manuals, statistical summaries and reports requiring the assessment and analysis of manual or computerized data, and other documents utilizing various software packages.
• Prepares and types correspondence including documents that are confidential in nature, such as disciplinary letters, grievance responses, offer letters, employment related legal opinions relating to employment law and promotional examinations when required.
• Drafts routine correspondence.
• Maintains and manages fire information databases.
• Exercises caution and discretion with labour relations, personnel, legal proceedings dealing with employment issues and other confidential information.
• Organizes and assists in the preparation of grievances and arbitration documentation.
• Compiles material, prepares agenda and takes and transcribes minutes of meetings, as required.
• Assists with promotional competitions including briefs and presentation materials
• Monitors, tracks and reports on attendance management.
• Inputs and maintains staffing attendance program.
• Coordinates travel arrangements and completes expense documentation for conferences/seminars. Handles the scheduling of meetings and appointments for the Divisions Chiefs as well as reviewing their calendars, to ensure it is up to date. 
• Proof reads outgoing documents and correspondence.
• Ensures required documentation is distributed to appropriate personnel.
• Prepares a variety of monthly, quarterly and annual reports as well as ad hoc reports.
• Maintains hard and soft filing and retrieval systems for various records/documents.
• Assists with budget administration and maintains and processes accounts receivable for the organizational unit.
• Manages projects as assigned by the Division Chiefs.
• Researches and provides information, including in response to enquiries/complaints and exchanges information with all levels of staff, elected officials, the public, government agencies or private companies and records detailed messages.
• Opens, reviews and distributes incoming mail and follows up on responses.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Utilizes layout, formatting and keyboarding skills.
• Maintains supplies for the unit. Orders and checks the delivery of office equipment, supplies, publications, etc. and maintains same. May provide work direction and training to clerical employees.
• Ensures work is undertaken in a manner that complies with and supports City compliance with the Ontario Occupational Health and Safety Act (OHSA), other relevant codes and regulations and City policies.
• Other duties as assigned.

 

Key Qualifications:

 

Your application must describe your qualifications as they relate to:

 

1. Considerable experience in the performance of secretarial and administrative support duties to 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.
3. Considerable experience with Microsoft Word, Excel, PowerPoint and Outlook.
4. Experience in setting up meetings with all levels of staff, elected officials, other levels of government and the public as well as taking and transcribing meeting minutes.
5. Advanced knowledge of layout and formatting complex reports, correspondence, charts and tables.
6. Highly developed customer service and interpersonal skills and proven ability to deal with people in difficult situations.
7. Ability to exercise independent judgement and discretion in dealing with confidential operational matters and with management staff.
8. Ability to work independently with a minimum supervision, take initiative and know when to seek counsel and advice.
9. Ability to prioritize work schedule, complete assigned duties with timelines, handle multiple projects and priorities and work in a team environment.
10. Good knowledge of municipal operations, Council proceedings, departmental and political issues.
11. Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.
12. 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.