ADMINISTRATIVE ASSISTANT Full-time Job

Posting Period: 27-Jun-2024 to 11-Jul-2024

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Reporting to the Director, the Administrative Assistant performs a variety of specialized senior level administrative, secretarial and/or program related functions for the Director and the Section's management team in the performance of senior management functions. 

The primary functions associated with this position include but are not limited to:

• Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects.
• Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Director.
• Identifies, screens/prioritizes issues and initiates responses on behalf of the Director.
• Prepares and composes documents, summaries and reports.
• Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Director on followed-up action items.
• Coordinates special events, workshops; coordinates meetings and schedules, and adjusts workplan to meet unscheduled events; organizes/coordinates and attends Management Team Meetings and monthly Manager Meetings.
• Provides work direction, training and guidance and acts as a resource to support/clerical staff.
• Reviews correspondence and documents for accuracy and conformity to policies and procedures and signing authorities.
• Locates/extracts and consolidates information required in reports and correspondence.
• Undertakes research/analysis and prepares reports on the various issues/findings.
• Organizes and maintains Director’s filing system.
• Prepares/processes documents and handles issues of a confidential/sensitive nature.
• Assists in the preparation of briefs, presentation/meeting materials.
• Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCDs, the public, and private institutions that have regular contact with Director.
• Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.
• Ensure that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
• Identifies items for the Director that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director. Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses.
• Makes recommendation of new/modified administrative functions and their implementation.
• Provides follow-up to assignments given to management staff; provides status reports to the Director.
• Assist in Budget information compilation of data for forecasting and co-ordination between sections/units.
• Monitors/maintains, purchasing records, invoices and items requiring Director’s signature.
• Maintains records related to budget administration.
• Arranges business travel including conference registration, accommodation and cash advances.
• Reviews accuracy of expense claims
• Organizes and maintains policy and procedure manuals.
• Operates computers utilizing and manipulating a variety of software packages.
• Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate.
• Manages the Director’s schedule.
• Maintains various staffing records, such as attendance register, establishment lists, requests for staff, EOCR’s and individual employee files, on behalf of Director.
• Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.

Key Qualifications:

Your application must describe your qualifications as they relate to: 

1. Considerable experience in providing administrative assistance to senior management handling a broad range of administrative matters.
2. Extensive experience utilizing a variety of software packages, e.g. Word, Access, PowerPoint, Outlook, and Excel.
3. Experience in preparing and reformatting complex reports, correspondence and documents for Council and/or senior management staff.
4. Experience taking minutes at meetings and handling confidential documents and reports.
5. Experience with filing systems and the management of large volumes of information both hard copy and electronic.

You must also have:

• Excellent organizational and time management skills, including attention to details, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
• Excellent communication skills to deal effectively, both orally and in writing, with the Mayor and Council, media, senior government officials, and all levels of staff, and external agencies and organizations.
• Strong ability to draft correspondence and memoranda.
• Strong analytical and problem solving skills in combination with the ability to perform duties under minimal supervision.
• Ability to plan, schedule and organize work to meet changing timelines with minimum supervision.
• Ability to exercise independent judgement and discretion in dealing with confidential operational matters and staff matters such as performance reviews and salary increments.
• Ability to provide work direction to other support staff.
• Ability to research and compile data in a timely fashion.
• Ability to utilize other software packages relevant to supporting the division’s core requirements (e.g., Project Tracking Portal).
• 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.