All jobs within 50 km around Downsview-Roding-CFB in Administrative Jobs

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

Provide timely and accurate administrative and clerical support.  Using advanced computer skills and strong organization abilities, aids in the efficient day-to-day operation of the team/ department.

Duties and Responsibilities

Under the direct supervision of the Facility Manager, the successful candidate will perform a variety of administrative support duties for the business unit.  Duties will include, but not limited to:

• Prepare correspondence, reports, agendas, minutes, manuals, documents and spreadsheets
• Perform a variety of clerical duties, including opening, sorting, preparing and distributing mail, maintaining current accounts, files, works in progress financial files, photocopying
• Preparing deposits, maintaining cash control records, ensuring compliance to cash handling and inventory standards
• Coordinating meetings, ordering supplies, preparing  journal vouchers and Concur invoice payments
• Deal with public inquiries as it relates to programs, services and rentals in the community centre 
• Liaise with customers regarding rental set ups and Municipal Alcohol Policy (MAP) functions
• Enter all payroll data into SAP for Part Time and Full Time Staff and provide SAP support with requisitions
• Maintain central filing systems using OMNIRIM and by following records retention by-laws
• Assist, when required, with completing Quest 2 evaluations on programs as a member of the facility team
• Participate regularly in Manager On Duty Shifts which includes the flexibility to work evenings and weekends
• Perform other related duties as assigned

Skills and Qualifications

• Graduation from a post-secondary program in administrative/business support or related program
• 2 to 3 years administrative experience or equivalent combination of education and experience
• Advanced MS Office, including Word, Excel, PowerPoint, basic knowledge of Access or Visio
• Experience with SAP time and labour
• Experience with MS Outlook: e-mail, tasks, meetings, scheduling of calendars
• Experience with SAP Concur Invoice, SAP Fiori
• Experience with Recreation Management Software
• Previous cash handling experience
• Excellent organizational, oral and written communication skills
• Strong ability to multi-task and deal effectively with all levels of staff and the public
• Ability to prioritize and meet deadlines in a fast paced environment
• HIGH FIVE ® Principles of Healthy Child Development and Quest 2 Certifications are required (or willing to obtain within the first 6 months of start date)
• Standard First Aid/CPR C certification is required

Job Summary

Responsible to perform customer service, administration and building maintenance duties.  This position will respond to general facility inquiries including; room layouts and setups, print daily reports, clean and strip floors, waste collection, general cleaning, maintain equipment and outdoor areas and operate all facility equipment (including floor machines and building HVAC controls, if applicable). Responsible to ensure City By-laws, (e.g. no smoking in areas, proper parking) and regulations governing the sale of alcohol are followed and to disarm or secure the building upon opening or closing.

Duties and Responsibilities

• Provides up to date information on customer inquires both over the phone and in person at the front desk, ensuring a professional and friendly manner at all times.
• Educates on facility rules/by-laws, trouble shoots with customers, ensuring adherence to City rules and regulations.
• Follows and adhere to all Divisional Cash Handling policies/procedures, including building-site specific procedures and inventory controls.
• Responsible for the preparation of the end of shift/day Daily Facility Reports items
• Ensures a clean environment at all times by performing cleaning duties such as mopping, sweeping, trash collection, and disinfecting
• Assists with heavy cleaning such as stripping and waxing floors
• Assists with set up and tear downs for programs and rentals
• Ensures a safe environment at all times by clearing snow, enforcing rules, performing safety checks and reporting any safety concerns.
• Completes painting and special projects as identified by full time staff
• Checks functions in the facility and reports any issues to the full time operations staff
• Responsible for Opening and Closing procedures for the facility
• Conducts Building Inspections (Entrance logs, Weekly Fire Inspections, AED inspections, First aid kit inspections, Emergency Systems inspections (Generator)  
• Assist with Workplace inspections (JHSC) & QMS monthly inspections.
• Monitor and Submit service requests (FPM) & Notify superiors. 
• Maintains Internal bookings through our internal calendars
• Operational Troubleshoot (Reset Electrical breakers, Av Troubleshoot, BAS Controls)
• Access to view and print ACTIVE net (internal software) for external rentals
• Being a liaison with the various internal/external stakeholders

Skills and Qualifications

• Emergency First Aid/CPR B certification
• WHMIS certification
• The successful candidate should possess strong interpersonal and communication skills for working in a multi-tasking customer service environment
• Computer experience in Outlook, Word, Excel and Registration software, along with experiences in cash handling are deemed an asset
• Previous experience and the ability to do physical work in a variety of climatic conditions