All jobs within 50 km around Toronto

CLOSING DATE:  May 14, 2024

AREA OF RESPONSIBILITY:

Reporting to the Recreation Supervisor, this position provides operational leadership in the provision of high quality maintenance, customer service, safety and facility oversight to City operated indoor and outdoor facilities. These facilities include community / recreation centre, arenas, artificial ice rinks, swimming pools and specialized recreation facilities.  In addition, the Recreation Facility Operations Coordinator is accountable for the enforcement of quality cleaning standards and monitoring the preventative maintenance of equipment and scheduling staff as well as ordering and maintaining material and supply inventory.

The Recreation Facility Operations Coordinator is required to be available and on call for after hours response, and is required to work evenings, weekends and Statutory Holidays.

Supervises the facilities team

Provides daily direction to unionized, part-time, seasonal and contract operations staff. Ensures compliance with Collective Agreements and Corporate policies. Prepares and reviews job requests, schedules and assigns work duties and reviews and approves timesheets and payroll reports. Ensures staff and external contractors follow all required regulations and legislation and comply with other applicable standards. Provides performance feedback, discipline and is engaged in the recruitment and orientation of new employees. Monitors and provides training to staff.

Quality Assurance

Develops, implements and manages maintenance resources and establishing systems for preventative maintenance, demand maintenance, equipment maintenance, health and safety, energy management, security, asset management, housekeeping management and quality assurance.

Supervises the work of external contractors. Authorizes purchases as per approved purchasing policies and procedures. Monitors and operates all computerized automation systems on-site. Troubleshoots all site systems, recommends and initiates appropriate corrective action. Manages facility based Capital Projects and participates in a multi-departmental team for the implementation of approved Capital Projects. Participates in the development, evaluation and transition of Request for Proposals and Tender contracts. Contributes to city wide multi-department initiatives (i.e. Corporate / Special Events, and projects). Maintains current knowledge of applicable legislation, regulations and related policies for facility operations based on “best practices” and industry standards.  Ensures due diligence of risk management and health and safety training.

Maintains supplies & equipment

Ensures proper inventory of maintenance supplies are on hand, monitors usage and evaluates product cost-effectiveness and efficiency. Ensures all WHMIS and Safety Data Sheet information is accurate to reflect inventory. Coordinates all equipment needs.

Customer Service

Answers queries and responds to requests from internal and external customers and ensures emergency preparedness initiatives are in place for appropriate responses. Liaison with Tenants, and end users.  Researches and monitors trends, customer requests, customer survey results to offer insight for facility maintenance.

Budget

Prepares and monitors operating and capital budgets. Oversees and monitors operational aspects of the budgets to ensure efficiencies, reviews facility audits and identifies priorities in development of Capital Plan for asset preservation / replacement.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary Certification in Recreation Facilities/Building/Property Management (from ORFA/BOMA/IFMA/College or equivalent)

REQUIRED EXPERIENCE:

• 3 years of Supervisory experience, preferably in a unionized environment
• 4 years of experience in working in a facility operations setting, preferably in a recreation environment

OTHER SKILLS AND ASSETS:

• Experience and working knowledge of building systems and related trades
• Knowledge of related legislation
• Ability to work in a changing environment and interest in broadening your experience is desired
• Must be a highly motivated self-starter with excellent oral and written communication skills and the ability to establish effective working relationships

Mandatory Requirements

• Basic Refrigeration
• Certified Pool Operator
• Standard First Aid with CPR ‘C’
• Smart Serve
• Required to possess and maintain a valid non-probationary Class ‘G’ Driver’s License with a clean driving record and able to obtain a City of Brampton Fleet Permit; must have access to own vehicle
• Required to use and wear appropriate Personal Protective Equipment (P.P.E.)

 **Various tests and/or exams may be administered as part of the selection criteria.

 Interview:  Our recruitment process may be completed with video conference technology.

CLOSING DATE:  May 5, 2024

AREA OF RESPONSIBILITY:

Reporting to the Supervisor, Vehicle Maintenance this position coordinates the day-to-day activity of various disciplines to ensure all buses are safe, operational and clean, and that they meet Corporate and regulatory standards.

1. Provide daily supervision of vehicle maintenance staff and equipment. Is readily available to answer staff questions, provide on-the-job training and clear instructions. Motivate staff, mediate and investigate root causes to resolve conflicts. Accountable for scheduling and coordination of staff activities to ensure efficient operation while holding staff accountable, meeting standards and in full compliance of regulations.
2. Ensure accurate record keeping and reporting of a wide range of performance indicators. Ensures completion and submission of Ministry of Transportation Inspections, Drive Clean program, follow-up and report on Joint Health and Safety inspections and issues, accident damage, warranty, manufacturer recalls, Transport Canada recalls and WSIB forms.
3. Provide leadership by creating programs, schedules and Standard Operating Procedures (SOPs) for staff. Ensure SOPs and equipment are up-to-date to maximize productivity without compromising standards and safety. Engage the services of outside suppliers to purchase just-in-time repair parts and to perform services. Oversee the inventory of spare parts through a stockroom with a perpetual inventory and procurement.
4. Recommend changes in on-site procedures to respond to regulatory changes (i.e. safety) and to meet customer service expectations. Identify training and development needs of the team, and inform Supervisor.
5. Share information with Supervisor and others regularly. Assist with budget preparation and setting financial controls. Represent function at meetings and as required on committees. Provide information for RFQs and RFPs. Respond to questions from internal and external stakeholders.

SELECTION CRITERIA:

EDUCATION:

• Minimum high school (Grade 12) diploma or equivalent
• Ontario Motor Vehicle Mechanics Licence, class 310T

REQUIRED EXPERIENCE:

• 2 years experience in a Vehicle Maintenance environment, Heavy Duty Vehicles preferred, with 2 years experience as a team lead or supervisor in a unionized environment preferred

OTHER SKILLS AND ASSETS:

• Good working knowledge of automotive and heavy truck parts
• Ability to understand and document procedures (SOPs) in English language
• Knowledge of Health & Safety (i.e. WHMIS) regulations and other applicable legislation an asset (i.e. Highway Traffic Act)
• Ability to use PC, Microsoft Office

                  LI-AV

**Various tests and/or exams may be administered as part of the selection criteria.

Alternate formats will be provided upon request.

Interview:  Our recruitment process may be completed with video conference technology.

AREA OF RESPONSIBILITY:

Reporting to the Manager, Creative Services, this role is responsible to coordinate, develop and execute Strategic Communication’s traditional and digital marketing programs, campaigns, activities and initiatives to increase public awareness, aid in building a positive reputation for our city through marketing communications.  Act as a key source on the Creative Services team in coordinating digital and print content amongst departments, internal teams, external partners and stakeholders. This position project manages all citywide newsletters, both digital and print from concept to creation.  

OPERATION SUPPORT

• Provide day-to-day traditional and digital creation, guidance and support for Marketing programs, processes, and project initiatives to meet operational needs and corporate service standards.
• Provide expertise in the development and support of new web based products and services as needs are identified.
• Enhance design and functionality by refining layout and navigation of multimedia content such as copy, photos, videos and usage on social media.
• Project manages and builds content for all citywide newsletters, both digital and print from concept to creation.
• Responsible for building all content, including writing and all visual content
• Ensures AODA compliance with regard to web content are upheld and other accessibility standards.

CUSTOMER SERVICE 

• Act as a key source of contact and provide guidance, advice and support to ensure coordination meets operational needs and corporate service standards.
• Partner with Mayor’s Office, Councillors and operating departments to assist in the development of various types of content storytelling, from writing to visual content creation
• Collaborate within the Marketing team, Graphic designers, Production team, Media team and Communication Advisors in the development and support of marketing initiatives.
• Escalate complex issues to appropriate level for resolution.
• Build and maintain a relationship with cross-functional departments, team and management to support coordination and ensure a thorough understanding of operational needs.

COMMUNICATION AND REPORTING

• Prepare visual / digital proofs, presentations and concepts as required accurately by established timelines.
• Present and convey concepts using formal presentations and facilitative exercises.
• Develop, redesign and improve workflows, methodologies and processes for maintenance and development of quality information and content.
• Create and maintain documentation and ensure necessary sign-offs and approvals meet policies and confidentiality.
• Provide measurement statistics on digital marketing initiatives using analytic reporting tools.

CORPORATE CONTRIBUTION

• Conduct research using internal and external resources to gain insight of market trends, current programs, marketing techniques and communication modes to support management and recommend ways to improve business processes, service solutions and best practices.
• Ensure all materials produced conform to department procedures and guidelines while maintaining Corporate Visual standards
• Maintain knowledge City policies and practices, legislation, regulations and Standard Operating Procedures (SOPs).

BUDGET SUPPORT

• Use of effective resource and expense management at all times to meet corporate policies and guidelines.

TEAMWORK AND COOPERATION

• Participate in project coordination and team meetings as required to meet operational needs.
• Work well within diverse groups in support of operational goals and objectives.
• Demonstrate corporate values at all times.
• Participate as a member of cross-functional team.
• Provide support/backup as necessary.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary degree or diploma in Graphic Design, Communications, Public Relations, Multimedia Studies or related field of study

REQUIRED EXPERIENCE:

• 3-5 years traditional and digital content development experience
• Experience in writing articles and editing for effective use on web and social platform posts
• Advanced experience with newsletters and social media tools including but not limited to Twitter, Facebook, Instagram

OTHER SKILLS AND ASSETS:

• Proficient in photo and video editing and publishing software such as but not limited to Adobe Creative Suite (Photoshop, Illustrator, InDesign, Acrobat, Director, Premiere), Constant Contact, as well as other newsletter and publishing platforms
• Demonstrated success in traditional and digital content production
• Experience working in a political environment is an asset
• Thorough Knowledge of Municipal, Regional, Provincial and Federal Governments and applicable Legislations is an asset
• Ability to identify business needs, initiate and coordinate project resource requests
• Solid Customer Service and interpersonal skills; Interface with internal and external customers to meet corporate service standards
• Solid Organizational skills; Detail oriented, well organized, able to coordinate activities and tasks meeting conflicting priorities and timelines
• Computer proficiency in Microsoft office/software

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a College, CEGEP or other non-university certificate or diploma from a program of 3 months to less than 1 year or equivalent experience
Experience: Candidates should have experience of 7 months to less than 1 year

Candidate Status:

• Canadian citizens and permanent or temporary foreign workers of Canada are eligible for this position
• International Candidates who don’t have a valid Canadian work permit also can apply

Responsibilities:

• The candidates should be able to load, unload, and transport construction materials to and from sites efficiently and safely, while also cleaning and lubricating cranes regularly to maintain functionality and prevent malfunctions
• The candidates should be capable of erecting and dismantling concrete forms, scaffolding, ramps, catwalks, shoring, and barricades according to plans and safety protocols, as well as operating pile driving cranes to drive pilings into the earth
• The candidates should be skilled in mixing, pouring, and spreading materials such as concrete and asphalt, following precise instructions to achieve desired results, and assembling tower cranes on construction sites to ensure proper installation and functionality
• The candidates should assist medical examiners in charge, providing support and assistance during examinations and procedures, and help in drilling and blasting rock on sites, adhering to safety procedures and guidelines
• The candidates should aid in framing houses, erecting walls, and building roofs, collaborating with team members to complete tasks, and assist in demolishing buildings according to plans and safety regulations
• The candidates should perform routine maintenance work on construction equipment and machinery to ensure proper functioning and longevity, contributing to the smooth operation of construction activities

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your Resume) through the below-mentioned details

By email
[email protected]

CLOSING DATE:  May 5, 2024

AREA OF RESPONSIBILITY:

Reporting to the Manager, Vehicle Engineering, the Vehicle Engineering Technologist is responsible for providing technical support on vehicle procurement, inspection, diagnosis, preventative maintenance, repair, overhaul, modification and operation of all operating systems associated with the Transit bus fleet and non-revenue support vehicles. Conducts quality assurance audits to improve return on investment.  Acts as liaison with bus manufacturers to resolve non-typical vehicle deficiencies.  Assists management in developing and writing efficient workplace procedures with respect to the maintenance and repair of vehicles.  Sends information to the right people at the right time, protecting the integrity and confidentiality of data.

1. Technical and Business Process Support.

• Influences leaders and staff to make appropriate and effective changes to business processes including standard operating procedures, component exchange/overhaul, technical bulletins and instructional documents.
• Communicates in plain language to educate non-technical staff regarding technical issues.
• Applies technical knowledge and analytical skills to everyday work situations to come up with solutions that meet departmental requirements.
• Assists with preparation of reports regarding fleet and equipment efficiencies and conditions.
• Provides direction and technical support to management and union employees with respect to the diagnosis and repair of Transit Vehicles and their components and systems.
• Monitors quality assurance of audit systems, processes, and products.
• Recommends changes to business processes and supporting technology to improve preventative maintenance and warranty programs.
• Participates in test plan development and review sessions.
• Identifies training and development needs of the team and inform management.

1. Research and Recommendation

• Researches emerging trends and best practices and maintains currency in transit policy knowledge and all regulatory requirements effecting Commercial vehicles.
• Keeps abreast of legislation and regulations relevant to Highway Traffic Act, OHSA, etc.

1. Communication and Reporting

• Escalates complex issues to the manager or designate for resolution.
• Acts as an information resource, ensuring employees and supervisors are aware of the policies, processes and tools related to Maintenance activities.
• Provides advice and documentation to all levels of management on investigative and Preventative Maintenance programs.
• Attends and represents department in various meetings to present reports, recommendations and respond to enquiries.
• Assists in the creation of reports, spreadsheets and presentations in support of management reporting requirements.
• Communicates in a variety of mediums

1. Teamwork & Cooperation

• Assists in coordinating the daily work activities of a unionized and non-unionized workforce with an emphasis on safety and efficiency.
• Assists in special projects as required.
• Works well within diverse groups to support operational goals and objectives.
• Demonstrates corporate values at all times.
• Participates as a member of cross-functional teams.
• Provides support/backup as necessary.

                   SELECTION CRITERIA:

• Post-secondary education, preferably in Transportation or Engineering with a sound knowledge of automotive engineering design principles and maintenance practices utilized in modern vehicles and transit fleets
• 3-5 years of related experience as well as knowledge of Transit vehicle components, testing and maintenance.
• Experience with Hybrid electric and electric Transit buses an asset.
• Experience within public transit or a unionized environment is an asset.
• Exceptional communication and interpersonal skills to interact effectively with employees and management in a professional and tactful manner.
• Strong written and oral communication skills
• Proficient in the use of spreadsheets, databases and word processing.
• Excellent data analysis ability and familiarity with computerized tracking and reporting methods.
• Self-motivated and self-directed with strong initiative and the ability to work independently as well as an effective team member.
• Proven ability to meet deadlines and work under pressure.
• Excellent customer service skills.
• PEO registration as a Professional Engineer, OACETT certification as an Engineering Technologist or possession of a valid Truck & Coach Technician Certificate (310-T) would be considered valued asset
• Must possess a valid Class “G” Ontario Driver’s license in good standing, with a reliable vehicle. Travel to a variety of Transit sites and work areas both indoors and outdoors within the City is required.

 LI-AV

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

CLOSING DATE:  July 19, 2024

NUMBER OF POSITIONS:  10

             PRIMARY FUNCTION:     

Under the direction of the Supervisor, By-law Enforcement, enforces non-moving parking by-laws; conducts related investigations and maintains a positive, tactful demeanour in potentially volatile situations with the public.  This position is responsible for removing illegal signs from the road-right-of-way and patrolling assigned area in City vehicle.

             POSITION DUTIES:

• Enforces non-moving parking by-laws; investigates violations relating to the City of Brampton Traffic By-law.
• Issues Penalty Notices or Parking Infraction Notices using hand held computer or manual tickets as required and placing the notice on the vehicle.
• Removes illegal signs from the City boulevards and roadways.
• Maintains daily journal of activities, investigations, complaints and evidence. Maintain physical files, electronic case management files, daily updating of investigations and maintain statistics.
• Follows all standard operating procedures for the maintenance of corporate equipment.
• Gathers evidence for prosecutions; testifies in court, hearings and tribunals.
• Performs additional similar and related duties as assigned.

SELECTION CRITERIA:

• High school (Grade 12) graduation, plus an additional program of over one and up to two years in Law and Security, Police Foundations or equivalent.
• Over two months and up to 6 months of related experience
• A valid non-probationary class G license.
• Ability to obtain a COB permit

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

CLOSING DATE:  April 28, 2024

AREA OF RESPONSIBILITY:

This position is responsible for administrative, customer service systems support, payroll timekeeping activities and communication support for the Transit Department, to ensure functional efficiency and operational needs are achieved. Typically works under general direction.

KEY RESPONSIBILITIES

1. OPERATIONAL ACCOUNTABILITY - PAYROLL TIMEKEEPING

• Support all Transit payroll timekeeping functions including ensuring that the payroll is completed accurately and submitted on time.
• Complete and authenticate data entry and timekeeping adjustments for Transit Non-Union, Maintenance and Operations staff and works closely with Payroll Services to ensure deliverables meet payroll deadlines.
• Assist in generating various payroll reports, ensuring conformance to the Collective Agreements and reconciliation requirements.
• Pro-actively identifies issues that have potential impact on Transit payroll and resolves or escalates, as appropriate.
• Ensure daily functions are performed according to City Policies and Collective Agreements.

1. CUSTOMER SERVICE AND COMMUNICATION SUPPORT

• Provide front-line assistance by serving walk-in customers and answering the office telephone line.
• Answer queries and prioritize requests from external customers and internal Transit customers.
• Administer the lost & found program; log and respond to customer enquiries in a timely manner, organize and maintain lost & found room, disperse items appropriately.
• Handle fare media sales involving cash and credit transactions, including Presto and ticket sales.
• Administer the senior transit pass program; verify documentation; issue pass; maintain records.
• Respond to internal Transit staff requests regarding procedural clarity, interpretation of Payroll practices and other general provisions of the Collective Agreements.
• Receive and direct incoming inquiries and escalates staff or office related concern to appropriate resource.
• Maintain database of internal and external customer enquiries, prioritize all requests and respond within acceptable timelines.
• Prepare and process standard correspondence, forms, statistical reporting, etc and track and run reports as required within established timelines.
• Organize meeting requests, attendance, or other related requests; book and arrange conference rooms, resources, travel arrangements, conference registration, accommodation, and refreshments as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.
• Take meeting minutes, prepare and distribute agenda and minutes of meetings by established timelines and ensure that all necessary files and information are available in support of a smooth and efficient meeting.

1. RECORDS MANAGEMENT

• Use automated logging and tracking databases to capture relevant information and ensure information that is captured meets all regulatory and City requirements.
• Maintain both hard copy and electronic files when necessary. Generates reports as required. Reconciles records and ensures payroll requirements are provided.
• Ensure the confidentiality and security of employee and department files.
• Assist with ensuring all audit requirements are met.

1. ADMINISTRATIVE AND FINANCIAL SUPPORT

• Provide backup administrative support that includes timekeeping, front office administrative assistance and front counter duties.
• Maintain up-to-date employee and payroll files, documentation and correspondence.
• Ensure necessary sign-offs and approvals meet audit requirements and confidentiality.
• Using knowledge and insights gained in working with internal staff and through access to information, identifies concerns and suggests ways to improve process or to resolve issues.
• Prepare purchase requisitions, process invoice payments and reconcile expense items.

1. TEAMWORK AND COOPERATION

• Contribute to a healthy team environment.
• Work well within diverse groups to support operational goals and objectives.
• May be requested to represent the payroll or administrative function at meetings or events.
• Demonstrate corporate values at all times.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary certificate or diploma in Business or Office Administration or equivalent experience.
• Working towards a payroll certificate would be an asset.

REQUIRED EXPERIENCE:

• Minimum two years payroll and/or administrative work experience, preferably in a transportation environment.
• Experience working in a unionized environment, specifically ATU, is a definite asset.

OTHER SKILLS AND ASSETS:

• Strong computer skills in Microsoft Office (Outlook, Excel, Word, PowerPoint) and payroll systems (PeopleSoft HRMS and Hastus).
• Aptitude for figures with a strong attention to detail, accuracy and follow up.
• Must demonstrate tact, diplomacy, confidentiality and good judgment.
• Strong organizational and communication skills with the ability to set priorities to ensure ease of workflow.
• Ability to work independently to meet fixed deadlines.
• Demonstrated commitment to customer service skills with the ability to resolve questions and concerns in a fast-paced work environment.

                 LI-AV 

**Various tests and/or exams may be administered as part of the selection criteria.

Alternate formats will be provided upon request.

Interview:  Our recruitment process may be completed with video conference technology.

Requirements:

Languages: Candidates must have knowledge of the English Language

Education: Candidates need standard educational qualifications such as a College/CEGEP
Experience: Candidates need experience of 7 months to less than 1 year

Other Requirements:

• The candidate should be able to work in an organized way and also work with being focused on the client
• The candidate should be someone who can judge, reliable and also a team player
• The candidate should have accuracy

Responsibilities:

• The candidate should be able to identify current and prospective staffing requirements and also prepare and post notices and advertisements
• The candidate should be able to collect and screen applicants and also review candidate inventories
• The candidate should be able to contact potential applicants to arrange interviews, co-ordinate and participate in selection and examination boards to evaluate candidates and also notify applicants of results of selection process and prepare job offers
• The candidate should be able to organize and administer staff consultation and grievance procedures, determine eligibility to entitlements and arrange staff training and also supervise personnel clerks performing filing, typing and record-keeping duties

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply (along with your resume) through below mentioned details.

By Email:
[email protected]

Reporting to the Supervisor, Permits, provides frontline inspection, support and resolution to resident concerns and quality standard deficiencies as it relates to Provincial Minimum Maintenance Standards, contractor performance and right-of-way maintenance processes and procedures.

• Plans, schedules and performs field investigations relating to the inspection of City roads.
• Identifies and resolves all hazardous conditions detected while patrolling assigned routes.
• Recognizes, measures and records deficiencies under the Minimum Maintenance Standard for Municipal Highways O.Reg.239/02, notifying appropriate personnel/departments and ensures repairs are performed in accordance with quality standards.
• Assists in the maintenance of the Corporation’s road classification system.
• Maintains an accurate and detail log of inquiries, site visits, inspection and investigation records, trends and inventory in order to prepare reports related to patrolled routes, claims and deficiency results.
• Responds to internal and external inquiries related to service requests ensuring a high level of customer service by communicating timelines and ensuring a resolution is reached.
• Investigates and appears at discoveries and legal proceedings regarding claims against the City.
• Creates work orders and supporting documentation (i.e. diagrams) for the repair of utility cuts in the road allowance.
• Liaises with internal departments and external agencies to coordinate restoration of work areas, tracking progress and assessing additional restoration requirements.
• Conducts condition assessments and preventative maintenance inspections of City road infrastructure and assets to aide in the collection of inventory statistics.
• Develops data collection programs related to various asset inventories.
• Performs field investigations related to winter maintenance operations; ensuring a high level of public safety and customer service are adhered to.
• Monitors, records and communicates weather and road conditions (i.e. snow accumulation, air and pavement temperatures and traffic volume) to assist in the appropriate deployment of winter maintenance activities.
• Recommends corrective action to be taken by contractors to maintain contractual performance levels of service.
• Ensures contractor adherence to safety requirements, City policies and procedures.
• Schedules, trains and evaluates Co-op Students.
• Performs additional similar and related duties as assigned.

SELECTION CRITERIA:

• High School (Grade 12) graduation plus an additional program of over one (1) and up to two (2) years in Civil Engineering Technician or equivalent.
• Over one (1) year, up to and including two (2) years of related experience.
• Membership or ability to obtain membership with the Ontario Association of Certified Engineering Technologists and Technicians (OACETT).
• Valid, non-probationary Ontario Class G Drivers Licence.
• Working knowledge of Microsoft Office Suite.
• Exceptional written and verbal communication and interpersonal skills with an emphasis on customer service.
• Ability to work independently or as part of a team.

CLOSING DATE:  April 25, 2024

AREA OF RESPONSIBILITY:

Reporting to the Commissioner, Legislative Services, this position is responsible to provide overall administrative support and financial coordination to maintain efficient operations of the Department.

KEY RESPONSIBILITIES

Operational

• Ensures quality customer service by prioritizing requests, directing calls and enquiries from Members of Council, the public and staff as appropriate for resolution.
• Assists in the supervision of the Administrative Assistants to the Directors and provides them leadership and training to ensure cohesiveness across the divisions including departmental practices and processes, deadline adherence, communication to staff, organizing staff events, ensures appropriate coverage for workload and vacation, as needed.
• Works cooperatively with Administrative Assistants to the CAO, Corporate Leadership Team and Mayor and Members of Council.
• Participates in the Departmental Leadership Team to collaborate with Directors to support departmental initiatives.
• Through communication with department management and administrative assistants, coordinates the content and creation of Legislative Services Departmental sites ensuring information is pertinent, timely and current. Communicates with staff in various capacities to ensure open lines of communication.
• Liaison between departmental and corporate staff and the Commissioner.
• Develops and implements new tools and methods for the continual improvement and efficiency of practices and processes.
• Main point of contact for communicating information to departmental staff.
• Maintains knowledge of City policies and procedures, Standard Operating Procedures and collective agreements to respond to staff inquiries.

Financial

• Administers the budget for the Commissioner’s Office, including office administration expenses.
• Administers corporate purchasing card and petty cash.
• Coordinates Office Administration services including office supplies, courier, armoured car and cable.
• Provides departmental point of contact for various administrative functions including Fire Safety Team coordination, security access card liaison, mobile acquisition, emergency management team and PeopleSoft liaison.

Administrative

• Provide executive level confidential administrative support functions for the Commissioner, Legislative Services
• Provides confidential administrative support for Legislative Services managerial staff as required.
• Manages the calendar of the Commissioner between multiple city facilities; books and arranges meetings, conferences, event attendance, resources, travel arrangements, large departmental staff meetings and amenities.
• Responsible for Non-Union time entry for direct reports to the Commissioner’s Office and back up other division Administrative Assistants for their non-union groups.
• Ensures that all departmental reports to Council are entered into Agenda.net, reviewed and approved according to set corporate deadlines, assists and follows up with staff as required.
• Responsible for preparing Department Leadership Team meeting agenda, documentation and taking and distribution of meeting minutes (including action items).
• Prepares standard correspondence, reports, e-mails, presentations and other related materials as required.

 Additional

• Performs special assignments and additional related duties as assigned.
• Works independently.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary Certificate in Executive Office Administration or equivalent experience.

REQUIRED EXPERIENCE:

• Minimum three years’ experience in a business administration role, preferably in public sector.
• Supervisory experience as well as experience in a public or unionized environment as asset.

OTHER SKILLS AND ASSETS:

• Knowledge of municipal operations, including departmental and council proceedings as asset.
• Advanced user of office software packages including Microsoft Office Suite, SharePoint, PeopleSoft (financials and HRMS).
• Excellent communication skills, written and oral.
• Excellent time management and organization skills.
• Exceptional analytical skills for complex problem solving.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.