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.

The City of Toronto is looking for a strong and dynamic leader to provide direction to the Fleet Maintenance Unit with our Fleet Services Division. The Director, Fleet Maintenance oversees the maintenance and repair of a diverse fleet of 5,200 vehicles and specialized equipment, as well as the City's consolidated green fleet program, supporting 44 Operating Divisions and collaborating with all City Agencies and Corporations. You will also be responsible for providing strategic advice, setting objectives, and ensuring efficient, effective, and economical fleet management services.
 

Your responsibilities will include, but are not limited to:
 

Strategic Leadership & Vision:
 

• • Develop and implement functional policies and programs that significantly enhance business performance based on long-term needs.
  • Provide strong leadership to enhance and promote Fleet Services’ vision, setting strategic directions, goals, and priorities, and taking a proactive approach to problem-solving.
  • Set the overall program direction for the Fleet Maintenance unit by establishing goals, objectives, and priorities that align with divisional goals, strategic directions, and Council priorities.

Operational & Fleet Maintenance Management:
 

• • Direct all activities of the Fleet Maintenance Unit through subordinate management staff, ensuring effective delegation and oversight.
  • Develops and applies continuous improvement practices to drive best value, lowest total cost of ownership, and remain competitive with the private sector.
  • Leverage analytics and industry-informed best practices to improve asset reliability and manage fleet operational costs.
  • Responsible for the development and maintenance of a systematic asset management approach including condition and needs assessments, decision impact analysis, monitoring, lifecycle analysis, best practices, benchmarking, and emerging and new technologies.
  • Actively manage relationships with external vendors and service providers, ensuring service levels are met.

Team Leadership & Development:
 

• • Lead and motivate a diverse workforce, ensuring effective teamwork, resolving labour relations issues, maintaining high standards of work quality and organizational performance, and fostering a culture of continuous learning and innovation.
  • Leads Maintenance Unit management staff through planning and developing long-range objectives and leading by example, providing broad leadership to management staff who are accountable for implementing the plans.
  • Develop fleet strategies to transition operations and workforce skills to support increased electric vehicle and future alternative fuel vehicles (i.e. hydrogen).

Client Service Orientation:
 

• • Build strong partnerships with Fleet customers, ensuring that services, vehicles, and equipment provided meet the transportation and equipment needs of users.
  • Ensure the reduction of the corporate cost of fleet through harmonized practices and standards, streamlined processes, implementation of data-centric methodologies and information systems, inventory controls, rationalized facilities and operations, and productivity measures.

Sustainability & Asset Management:
 

• • Steward the long-term sustainability of fleet assets through strategic planning and policy development, focusing on improving asset management practices, reducing emissions, and implementing innovative maintenance programs.
  • Responsible for the stewardship of the long-range sustainability of fleet assets through strategic, high-level planning and policy development, and recommends priority needs for short and long-term improvements in support of the City's strategic goals.

Qualifications:
 

1. Extensive experience in a leadership role within a large, complex fleet maintenance and management function
2. Post-secondary education in a job-related professional discipline or an equivilant combination of education and experience.
3. Considerable experience in a fleet maintenance environment
4. Extensive experience in budget management, strategic planning, and policy development.
5. Extensive experience in building and maintaining relationships with key partners, resolving conflicts, and facilitating effective communication across various levels.
6. Strong client service orientation, with a demonstrated ability to build and maintain partnerships with key stakeholders.
7. Excellent communication, problem-solving, and decision-making skills.
8. Exceptional ability to lead and motivate teams, with a focus on continuous improvement and innovation.
9. Strong political acuity and the ability to influence at different levels of the organization.

As a member of the BGIS SCS Support Team, you will demonstrate a superior commitment to meeting customer needs by providing prompt and accurate responses to client requests to ensure all aspects of the contract are being fulfilled, with an emphasis on quality control & striving to exceed client expectations. 

KEY DUTIES & RESPONSIBILITIES

Functioning as a core member of the Support team and reporting to the Customer Service Coordinator the Customer Service Representative will:

• Be the first line of communication for our customers, as such a positive attitude and “can do” attitude are paramount
• Greet customers warmly and make every customer feel like they are our number one client
• Ensure client's expectations are met, resolving issues quickly, and being proactive with client needs and requirements
• Resolve service problems by clarifying the customer's complaint; determining the cause of the problem; explaining and deploying the best solution to solve the issue; expediting correction or adjustment; following up to ensure resolution
• Place, follow up and close work/supply orders according to established procedures
• Keep accurate records of discussions or correspondence with customers
• Prepare service reports by collecting and analyzing customer information
• Build and maintain relationships with new and existing accounts
• Identify trends and patterns of client issues or work systems, initiate improvement or escalate to appropriate person
• Provide general administrative and reception backup support
• Work as a team player with fellow staff members to optimize productivity
• Represent the company and what we stand for
• Other duties as assigned

KNOWLEDGE & SKILLS

• Demonstrated customer service skills
• Bilingual - English and French a must
• Ability to communicate effectively verbally and in written format with both internal and external stakeholders at all levels
• Professional, courteous, approachable manner with a "can-do" attitude
• Good computer/data entry skills and knowledge of Microsoft Office Software 
• Ability to work in a fast paced environment to accomplish multiple goals
• Excellent time management and problem solving skills/ must adhere to tight deadlines/respond quickly to situations/be able to effectively execute solutions
• Self-disciplined and accountable with strong interpersonal skills
• Ability to work independently and as a team
• Ability to multi-task, prioritize work effectively and meet multiple deadlines
• Effective attention to detail and a high degree of accuracy
• Demonstrated ability to deal with change, make decisions and implement creative solutions
• Post-secondary education in a related field or commensurate work experience 
• Past customer service and/or sales experience is preferred

Overview

The role of the Workplace Ambassador will collaborate with various partners to ensure a high-quality seamless workplace experience is provided consistently for all employees.  These partners include facilities and workplace experience teams, client employees, BGIS facilities and project teams, food service operators and fitness center operators.  In this role, there is a unique opportunity to influence how employees work, and directly impact their workday.  You will work with a team of professionals delivering workplace services including hospitality, reception, event space coordination, space occupancy and mail/package deliveries.  In this role, you will be empowered to make decisions that are aligned with the organization’s workplace standards to ensure that the space continues to meet the needs of all employees.  This role will support the key differentiator of the organization – it’s people, by enabling a culture of high-performance teams.

KEY DUTIES & RESPONSIBILITIES

• Support a core set of office services consistent throughout designated high occupancy buildings.
• Liaise with BMO as required
• Support LOB's in redirecting or escalating issues to appropriate teams. 
• Collaborate on areas of opportunity for workplace efficiency and effectiveness.
• Coordinate with Mail / Courier support as required; receive packages and courier distribution
• Support Reception services (where applicable) for general building and shared conferencing floors
• Support LOB's with activities related to visitors and new hires, including how to effectively utilize services and amenities
• Observe, support and re-direct occupants, visitors and vendors where appropriate (Iron Mountain, day porter, FM services)
• Coordinate and validate Temporary Cards.  WA may coordinate requests and roster distribution between LOB, Security and/or Landlords.  Security/Badge Access for full-time and contract employees is the responsibility of the LOB's, including Onboarding/Offboarding requests and validating rosters.   
• Support maintenance of the reservation system in collaboration with LOB and BMO
• Support LOB's with updating distribution, phone directories, floor plan information, wayfinding, regulatory posters and other general office information and communications.
• Organize and order supplies in shared spaces, conference rooms, enclaves, connection café’s, business centers and any open spaces not business specific.  May include office supplies, kitchen supplies, cleaning kits, first aid kits (consumables), .   LOB retains responsibility for specific supplies not available for general use.
• Coffee Services; maintain supply in conjunction with coffee services vendor (where applicable)
• Manage office sundry equipment as required and/or available, including key maintenance, name plate printing
• Coordinate equipment maintenance in shared spaces, conference rooms, enclaves, connection café’s, business centers, quiet/wellness rooms and any shared spaces that are not business specific.  Ensure they are appropriately set up and supplied. Perform rounds daily and escalate any functionality issues to appropriate partners.  Personal equipment repair or servicing (laptop, desktop computer, mobile phone, dedicated printer) is the responsibility of the individual employee. 
• Support technology in shared spaces and redirect employees for support where required.

KNOWLEDGE & SKILLS

• University degree with 1-3 years’ of job-related experience.
• Service oriented, able to be customer-facing and can-do attitude.
• Able to exercise sound judgement, make decisions, provide direction.
• Comfortable dealing with issues and people.  Strong communication skills.
• Strong computer skills, including MS suite of software.
• Self-starter, able to work independently as well as in a team.
• Pro-active, approachable, and solution-based.
• Ability to multi-task.
• Accuracy.
• Ability to work under pressure.
• Strong organization skills.

• Posting Period: 03-Oct-2024 to 17-Oct-2024

the field, corporate policies and practices, legislation and initiatives by other levels of government. Equipped with this up-to-date knowledge, you’ll provide technical advice, reviews and expertise, and utilize standard engineering principles and practices to assist in the operation, development and maintenance of the Division’s programs, facilities and equipment. The Division will also rely on you to prepare engineering analyses, as well as evaluate and recommend new systems, work procedures and technologies with the potential to improve divisional performance.

Managing stakeholder expectations and communications

An effective communicator – verbally and in writing – at all organizational levels, with excellent interpersonal skills, you’re adept at working collaboratively with a multidisciplinary team, contractors, colleagues, elected officials, consultants, developers, and other internal and external clients and stakeholders. These talents will be evident as you represent the City on committees, provide input at meetings, and liaise with the public, developers, consultants, stakeholders, Councillors, other divisions and government agencies about projects, programs and developments.

KEY QUALIFICATIONS

Among the other strengths you bring to the role of Engineer ECS Roadways will be the following key qualifications:

1. Completion of post-secondary education degree or diploma in civil and/or municipal engineering or an equivalent combination of education and experience may be considered.
2. Considerable experience applying the principles of Engineering related to municipal public works infrastructure.
3. Project management experience from inception to implementation, including planning, design and construction of municipal public works infrastructure.
4. Experience in client management and communicating with a diverse group of stakeholders.
5. Experience in developing reports, RFPs/proposals and presentations.
6. Registration with Professional Engineers Ontario (PEO), or licensing as a professional engineer in good standing in another Canadian engineering association with the ability to obtain a P.Eng. license with PEO.
7. Ability to plan, supervise and direct the work of staff.

With this professional background as a solid foundation, you bring knowledge of engineering principles and project management as it relates to public works, as well as asset management principles, including data collection, analysis and estimating, and can apply relevant legislation, standards, Acts, By-laws and Regulations, including the Occupational Health and Safety Act. You’re also known for your ability to read, interpret, and report on engineering plans and drawings, specifications, correspondence, reports and other documents in a timely manner, conduct studies, surveys and research, develop effective solutions to engineering issues, initiate and lead technical studies and projects, and plan and prepare reports and recommendations.

A valid Province of Ontario Class "G" Driver's License is also required, with an ability to drive to different sites in a timely manner. Equally important in your role as a member of our team, you have what it takes to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Major Responsibilities:

Comprised of a team of diverse and dynamic Fleet professionals, the City of Toronto's Fleet Services is striving towards becoming a leader within the industry, modernizing our operations and utilizing analytics to drive our strategic vision. With up to a1000 vehicles assigned to a garage, the Fleet Supervisor manages an efficient garage operation with a high standard of customer service, ensuring compliance to scheduled maintenance programs and is accountable to meet maintenance delivery timelines. Ensuring adherence to City Policy, Human Rights Code, and other legislation, the Supervisor leads a team of maintenance professionals and works collaboratively with their Fleet peers to contribute to the ongoing development, implementation and roll out of new and innovative maintenance program.

As a seasoned mechanical expert, you will manage and assign work to produce the best use of human and physical resources to ensure vehicle compliance to legislative requirements and timely turnaround of vehicle maintenance. 

As a Fleet expert you will work collaboratively with operating Divisions, coaching on preventative maintenance programs, in particular, identifying methods to minimize vehicle failure, improve total cost of ownership and educate on driver/vehicle behaviour and best practices. Promoting the use of accurate vehicle and equipment records, as a Supervisor you understand the need to demonstrate compliance with legislation as well as being a valuable source of information on the potential design and procurement of future replacement vehicles.    

As the leader of your maintenance team, you will be involved in all aspects of staff hiring, providing input into vendor contract documentation/vendor management, as well as, support client and Fleet Procurement in future vehicle purchases.

This is an exciting opportunity for an individual that is knowledgeable in the operation of a Fleet Maintenance garage, able to communicate with staff and clients and promote a high level of commitment to reliable customer service delivery.

Key Qualifications

Your application must describe your qualification as they relation to the following:

Licensing

• Certification as a Journeyperson Truck and Coach (310T) Technician , and an Automotive (310S) Journey person.  Heavy Duty Equipment Technician (421A) certification may be considered, or an equivalent combination of education and experience relevant to the position. 
• A valid class G Ontario Drivers license and the ability to obtain a City Drivers Permit

Leadership

• Considerable experience in leading, coaching, motivating, employees, while providing work direction and holding people accountable.
• Considerable experience training and mentoring employees to ensure current policies practices and techniques are followed.

Mechanical Skills

• Extensive experience in vehicle (heavy and light equipment or vehicles Class 1 to 8) maintenance within a large complex fleet.
• Experience implementing, coordinating, and maintaining a preventative maintenance and repair program in a fleet comparable environment.

Administrative Skills

• Considerable experience with computerized Fleet Management Information Systems, maintenance reporting and analysis (AssetWorks Fleet Focus – M5 – is preferred) with experience using Outlook, Microsoft Word, Excel and PowerPoint.
• Experience analyzing data to evaluate garage performance and leading continuous improvement initiatives in the shop.

Virtual Information Session:

All interested candidates are invited to attend a virtual information session on: Tuesday October 8th, 2024 from 12:00 PM (noon) to 1:00 PM, where they will have an opportunity to learn more about the Fleet Services Division, the role and responsibilities of the Fleet Maintenance Supervisor position. Click here to join the session: Virtual Information Session - FMS