All jobs within 50 km around Willowdale East in Administrative Jobs

Job Summary

Provide timely and accurate administrative support.  Using advanced computer skills and strong organization abilities to aid in the day-to-day operations of the team and division.  Carry out duties under the general direction of the Manager, Court Administration and functional guidance of the Supervisors.  

Onsite – 5 days a week.
 

Duties and Responsibilities

The successful candidate will:
•    Manage day-to-day administration for Manager of Court Administration including scheduling, resolving calendar conflicts, and providing immediate meeting/event support, room bookings, drafting and editing materials, filing and storage of documents and assisting with court documents for files regarding informations and certificates of offence;
•    Provides support to Supervisors of Court Administration and Court Support;
•    Preparation and organization of correspondence, reports, mail, spreadsheets, files etc.;
•    Perform basic budget tracking, data entry tasks;
•    Assume primary responsibility for composing spreadsheets and reports for statistical purposes
•    Assist and support special administrative projects and corporate policies and procedures, researching and providing data and analysis of various subjects to identify and support improvement opportunities.  Perform information gathering where a response is required from various staff. Identify continuous improvement opportunities in the department and promotes corporate values;
•    Participates in assisting with variance reports throughout the year. Processing of invoices, reports and reporting on SAP, Infor/ Sharepoint/Webex/ICON/City Admin etc. for the Division. Prepare and maintain Change of Status forms and I.T. Access forms for Department. 
•    Assume primary responsibility for ordering and managing office supplies, office equipment  and restocking supplies which will require lifting between 15lbs – 25lbs along with the possible use of a ladder or step stool;
•    Assume primary responsibility for Time/Labour enteries, Payroll track staff time, input time and attendance in SAP biweekly, and prepare time-management reports using SAP;
•    Respond to general inquiries and requests for information, handle complaints and issues or direct to appropriate person;
•    Provide support/backup to the intake desk and records and customer service clerks;
•    Perform other duties as assigned.
 

Skills and Qualifications

• Skills and Qualifications
  •    Graduate from a post-secondary program specializing in Office/Business  Administration;  
  •    2 to 4 years of progressively responsible positions that have resulted in outstanding administrative office skills
  •    Understanding of municipal government and service delivery is an asset;
  •    Prolonged exposure to computer, keyboards, screens, standing, sitting and walking;
  •    Effective interpersonal skills to enable you to represent the division in a professional, credible and courteous manner in dealing with a wide variety of stakeholders;
  •    Understanding of Acts, regulations and directives as they apply to the Provincial Offences Court Office;
  •    Advanced knowledge of Microsoft Office products, automated financial systems for budget preparation and accounts payable/receivable (SAP) Infor/Sharepoint/Webex/ICON/City Admin; 
  •    Working collaboratively and relating effectively with staff and all stakeholders in the Provincial Offences Court Office;
  •    Embracing change: open to different or new solutions or approaching, and maintaining a positive and constructive attitude in the face of change;
  •    Planning and adjusting work based on a thorough understanding of requirements and prioritizing and seeking clarification and direction, as appropriate;
  •    Proofreading, editing and writing skills to support management in correspondence, report writing and preparing presentation materials;
  •    Demonstrated ability to work effectively both independently and in a team environment;
  •    Solid understanding of City policies, procedures and administrative practices is preferred;

Reporting to the Supervisor Facilities Maintenance Contracts, this position performs contract administration for the Electrical, Life & Safety and Service Contracts team for city-wide facilities, some of the contracts this team manages include electrical services, emergency generators, fire alarm, cleaning services to name a few.

Duties and Responsibilities

• Manages the complete contract lifecycle, including preparation, procurement, execution, monitoring and closure
• Prepares effective specifications for maintenance service and repair contracts related to City facilities including analyzing bids and making recommendations of maintenance contracts
• Ensures that all contracts adhere to relevant regulations, policies and legal requirements while mitigating risks and maintaining the City's best interests
• Ensures contractors performance aligns to the Key Performance Indicators (KPIs) as per the different Service Level Agreements (SLA) in the City
• Monitors contract budgets, manage invoicing, track expenditures and provide regular reports to management, identifying any potential cost overruns or discrepancies
• Responds to Service Requests (SR) in a timely manner and oversee their resolution as per SLA standards
• Manages and coordinate applicable preventative maintenance (PM) as per contracts
• Conducts inspections and maintain the appropriate records
• Drives proactive problem-solving and root cause investigation when applicable
• Develops and maintain strong working relationships with City stakeholders, including contractors and different City business units, fostering effective communication
• Performs other duties as assigned.
• Provides ad hoc assistance on projects/initiatives within the unit/team.

Skills and Qualifications

• Post-secondary degree in Engineering
• 3-5 years related experience
• Excellent oral and written communication skills
• A valid driver's license with regular access to a vehicle
• Proficient with Microsoft Office and CMMS
• May require climbing ladders and working at heights.
• Exposure to computer keyboards and screens. 
• Hybrid office environment with regular site visits

Closing Date: 08/13/2024

Reporting to the Supervisor, Collections, the successful candidate will be an integral member of the Collections team. This team is responsible for the collection of miscellaneous City Accounts Receivables, Provincial Offence Act fines, Property Taxes and the Municipal Accommodation Tax.

Duties and Responsibilities

• Post and track remittances;
• Perform monthly reconciliations for various areas;
• Identify and monitor delinquent accounts and determine applicable collection activities;
• Prepare an analysis to monitor, measure and report on the various types of accounts to provide regular updates;
• Act as a point of contact for key stakeholders;
• Provide quality customer service by responding to internal and external customer inquiries;
• Prepare and issue all related correspondence;
• Maintain and update information regularly;
• Calculate penalty and interest charges and apply to property tax accounts where applicable;
• Negotiate payment arrangements with customers on accounts in arrears;
• Coordinate with Legal Services for the resolution of any collection issues and legal action;
• Establish an annual audit process and oversee external auditors in the delivery of the audit program;
• Oversee the appeal process and write-offs;
• Perform other duties as assigned.

Skills and Qualifications

• Completed post-secondary degree/diploma with a focus in finance, accounting, business, public administration or a related field;
• Minimum four years related experience in customer service, credit and collection;
• Previous experience in municipal taxation, provincial fines, accounts receivable and/or bankruptcy is an asset;
• Completion of the Municipal Tax Administration Program is an asset; 
• Knowledge and understanding of relevant legislation, procedures, by-laws and policies including but not limited to the Municipal Act, Provincial Offence Act, and Collections;
• Exceptional verbal and written communication with the ability to handle sensitive and controversial issues with tact and diplomacy;
• Excellent interpersonal and negotiating skills with an emphasis on customer service;
• Strong technical, research, analytical and report writing skills an asset; 
• Proficient computer skills specifically with SharePoint, Excel, Word, Outlook and WebEx;
• Experience with SAP, TXM Tax Manager, INFOR, CAMS, ICON, Crystal and Municipal Connect is an asset;
• Demonstrated organizational and time management skills to meet deadlines and work under pressure;
• Must be flexible with rotation of duties and hours of work;
• Ability to manage a variety of duties simultaneously and effectively;
• Hybrid work environment with regular attendance at City Hall.

Reporting to the Manager, Operational Planning and Analysis, Park Operations, the successful candidate will be responsible for providing timely and accurate administrative and clerical support. Using advanced computer skills and strong organizational abilities, the successful candidate will provide assistance in the efficient day-to-day operation of the Parks and Forestry Operations Teams.

Duties and Responsibilities

• Prepare correspondence, spreadsheets, presentations and reports in accordance with corporate standards;
• Respond to internal and external client inquiries in a timely manner and provide follow-up;
• Conduct research to support appropriate follow-up as required;
• Perform all administrative duties including but not limited to: mail distribution, office supplies inventory, print/fax, courier;
• Prepare minutes of meetings and action items;
• Provide financial administrative support for processing invoices and expense claims;
• Maintain files, documents and manuals, and archival records;
• Responsible for accepting payments, following cash handling policies and procedures and POS reconciliation;
• Input high quality data for permits, service requests and work orders into central databases;
• Responsible for tracking Mayor and Councillor requests;
• Provides customer service front counter support and support to operational staff;
• Provides backup and support for other Administrative Assistants;
• Perform other related duties as assigned.

Skills and Qualifications

• Post-secondary education in business administration; with a minimum two (2) years of progressive office administration experience or an equivalent combination of education and experience;
• Knowledge of Omni-Rim, Infor, SAP systems, SharePoint, Agenda Management System and MAX systems is preferred;
• Cash handling and POS experience an asset;
• Excellent computer skills with proficiency in Microsoft Office (Word, Excel PowerPoint, Outlook);
• Strong verbal and written communication skills are required; experience preparing reports and professional correspondence;
• Ability to demonstrate a high level of tact and diplomacy when dealing with clients, external agencies,
• Councillors, senior management, different levels of government, etc.;
• Ability to think critically and problem solve;
• Excellent attention to detail with strong planning and organization ability to accomplish a variety of tasks, at times with conflicting priorities and timelines;
• Strong customer service and people management skills;
• Proven team player with ability to manage conflict and effectively deal with difficult situations;
• Ability to maintain a high level of confidentiality;
• Must work effectively with minimal direction and within a team setting.

Reporting to the Supervisor of Court Administration, the successful candidate will provide various court administration functions on a rotating basis. In this position you will provide a high degree of customer service to members of the general public, enforcement agencies and other stakeholders; as well as process fine payments and ensure court documents are properly processed and filed.

One year and permanent full time positions available (onsite 5 days per week)

Duties and Responsibilities

-    Provide front counter service to the general public, including accepting fine payments through ICON and Point of Sale (POS) machine
-    Respond to requests and inquiries from the general public and various stakeholders by accessing ICON and CAMS
-    Receive and process payments for fines, fees, restitution and other source revenue and reconcile/balance deposit on a daily basis
-    Sort and process mail, including processing mail-in payments
-    Provide courteous and accurate information and assistance to customers using various methods of communication, including in person, telephone, email and fax
-    Review all forms (appeals, extensions, re-openings, motions) filed with the court office to ensure accuracy and completion based on the rules, regulations and procedures of the Provincial Offences Act and process them in CAMS and ICON, including removal of enforcement
-    Accept, review, enter and file all incoming charges filed by various enforcement agencies and ensure adherence to statutory time limitations
-    Process all Part III Informations filed by enforcement agencies by inputting them into CAMS and ICON once they have been reviewed and signed by a Justice
-    Process Early Resolution and Trial requests that are received through email, fax and in person requests
-    Perform trial scheduling duties, specifically scheduling trials and early resolution meetings
-    Prepare appeal documents, including scanning and transferring matters to the Appeal Court and processing documents once completed at the Appeal level
-    Prepare Fail to Respond dockets
-    Review and respond to all internal and external emails/correspondence
-    Maintain office filing system
-    Provide adhoc assistance on projects/initiatives within the team/unit
-    Provide clerical/administrative support to the Manager and Supervisors as required
-    Performs other duties as assigned

Skills and Qualifications

-    Post Secondary education in business, law administration or court related field or equivalent
-    Minimum of two years experience working in a Provincial Offences office environment
-    Demonstrated knowledge of Provincial Offences Act, Highway Traffic Act and the Courts of Justice Act 
-    Previous court/legal/police administration experience required
-    Knowledge of general office procedures including records management system
-    Knowledge of legislation and processes related to Court Administration matters
-    Experience in a computerized office environment 
-    Working knowledge of ICON, CAMS and Microsoft Office programs
-    Superior organizational skills and the ability to multi-task
-    Exceptional written and verbal communication skills with an emphasis on customer service
-    Working knowledge of general office equipment (computer, printer, various software applications, phone, adding machine, photocopier/scanner, debit/credit card POS terminals)
-    Ability to work independently or as part of a team
-    Ability to lift up to 15 lbs 

Job Summary

The Administrative Coordinator at Fire Services will work closely with the Fire Chief, members of the management team, and colleagues to provide administrative support within the Division while coordinating matters of priority with a high degree of professionalism and attention to detail.

Duties and Responsibilities

• Provide confidential administrative support including correspondence from Fire Chief.
• Coordinate the Fire Chief’s schedule, ensuring it is effectively planned and aligned with the Fire Chief’s key priorities, with related logistics identified and taken care of in a proactive manner ensuring directions are followed up on by staff.
• Process daily email, mail, and phone calls, and research and respond to queries as required.
• Act as staff liaison for pillar committees and other task forces or working groups providing administrative support including scheduling, preparing agendas and minutes, and attending meetings after hours, when required.
• Act as a scribe for the chief at large emergency situations
• Oversee and coordinate Escalated Service Requests. Process escalated complaints and inquiries as received and within defined timelines; respond or direct responsibility for responses. Liaise with administration staff at the Offices of the Mayor and Council, City Manager, and Commissioner.
• Monitor the budget and purchases for the Fire Chief’s Office and reconcile monthly expenses and annual expense report.
• Provide budget variance reporting to the senior management team
• Track corporate reports, service requests, and daily requests for the Fire Chief’s attention.
• Maintain files and records for safekeeping.
• Other duties and special projects as assigned.

Skills and Qualifications

• Graduation from a post-secondary program in administration, business or related fields. Equivalent experience may be considered.
• 3 -5 years experience in administration with direct support of senior executives or preferably in a municipal environment.
• Ability to communicate effectively, with tact and diplomacy, with internal and external business partners including elected officials, staff, the public, and outside agencies.
• Ability to recognize and keep confidential information.
• Excellent organizational and time-management skills and the ability to prioritize tasks with attention to detail.
• Proficient in Microsoft 365, SAP Applications, WebEx Meetings, escribe and other relevant software.
• Ability to function with minimal supervision.
• Experience in finance, business analysis, and Lean methodologies is an asset.
• Experience working with unionized staff and an understanding of collective agreements is an asset

Job Summary

Under the general direction of the Councillor and functional guidance of the Councillor’s Executive Assistant the Administrative Assistant, Ward 7 will carry out the daily duties of the Council Office.
The successful candidate will be considered for the duration of the Elected Official’s term of Office. The current term ends November 14, 2026. There will be an opportunity for renewal should the Elected Official remain in office for another term.
This position is eligible for the following benefits: Three Weeks Vacation, Two Personal Paid Days, Extended Health Care (Vision, Prescriptions, Paramedical, etc), Dental Care, Basic Employee Life Insurance, Accidental Death & Dismemberment, Optional Life Insurance, Optional Critical Illness Insurance and eligible to elect to join the OMERS Pension Plan.

Duties and Responsibilities

The successful candidate will:
•    Ensure the Councillor is relieved of all administrative details as it relates to the day-to-day running of the office.
•    Assume primary responsibility for the review, distribution, and response to all incoming correspondence and telephone inquiries to appropriate staff member.
•    Forward inquiries, which are not routine or general, to Executive Assistant for follow-up and action.
•    Receive and respond to in-person, telephone and email inquiries from the public.
•    Drafting correspondence on behalf of the Councillor (written).
•    Updating and maintaining spreadsheets and databases, and data entry.
•    Photocopying, opening and distributing mail, and other general clerical duties.
•    Maintaining and updating the Councillor’s contact list.
•    Budget monitoring experience required.
•    Working knowledge in a Windows environment with experience in the Internet and web posting and social media postings and website creation/maintenance.
•    Attend and assist in the organization of events.
•    Liaise with other Councillors, Councillors Assistants, senior management, other government officials, constituents and community representatives as required.
•    General office support activities with the Councillor’s Executive Assistant.
•    May undertake other activities consistent with the requirements of the Councillor’s office, such as attending site visits, meeting with constituents and representing the Councillor as required.
•    Required to prepare social media posts and communication pieces for the Councillor.

Skills and Qualifications

•    Post- secondary education with two to five years’ experience in an administrative related position is required. 
•    Minimum of 3 years of experience working with elected official is highly preferred. 
•    Knowledge of the City sufficient to obtain information in response to constituent questions and issues and to refer constituents.
•    Knowledge of the mandate and structure of Council and its committees is highly preferred.
•    Knowledge of various MS Office applications including Word, PowerPoint, Excel, and Outlook
•    Knowledge of office systems and procedures.
•    Energetic, motivated and a self-starter.
•    Deal effectively with time frames and deadlines, and work effectively under pressure.
•    Deal effectively with people under circumstances where the other party can be highly irate and unreasonable.
•    Strong ability to multitask and take on a variety of assignments.
•    Organize, prioritize and manage tasks and responsibilities toward timely completion, adjusting priorities as required.
•    Ability to maintain composure in stressful and difficult situations.
•    Ability to demonstrate a high level of tact and diplomacy when dealing with constituents, other Councillors, senior management, different levels of government, etc.
•    Excellent written and oral communication and listening skills.
•    Criminal Record and Judicial Matters Check will be required of the successful candidate, as a condition of employment, at their own expense