All jobs in Administrative Jobs

Main Purpose and Function

The Office Support Clerk I – Mailroom Clerk, collects, inspects, sorts and delivers mail at Vancouver City Hall. This position also prepares mail for outgoing deliveries through internal and external stakeholders.

Specific Duties/Responsibilities.

• Collects mail from designated location.
• Stamps all mail with date stamp.
• Sorts mail for Revenue Services.
• Delivers mail to Revenue Services: Alarm Permits, By Law Fines, Utilities, Property Tax and License material.
• Sorts newspapers into mail slots.
• Operates Pitney Bowes envelope inserter for Residential Parking Permits.
• Sorts Canada Post mail deliveries into mail slots.
• Records any registered mail into the registration book, making sure that it is signed for upon delivery.
• Ensures registered mail delivered the same day within the hall, and if for an outside Dept, then the next day.
• Delivers/sorts any mail to Information Technology (sub ground), and also to the Training Centre.

Qualification Requirements

Education and Experience:

• Completion of the 12th school grade including or supplemented by courses in commercial subjects, typing, word processing and some related experience; OR an equivalent combination of training and experience.

Knowledge, Skills and Abilities:

• Sound knowledge of business English, spelling, punctuation and arithmetic.
• Working knowledge of modern office practices and procedures.
• Ability to perform a variety of clerical, data entry, word-processing, bookkeeping, secretarial, receptionist or other office support functions.
• Ability to prepare routine reports, correspondence and memoranda related to the work.
• Ability to communicate effectively with the public and other staff in supplying factual information and assistance.
• Ability to perform repetitive motion.
• Ability to follow specific instructions
• Skill in typing (keyboarding) rapidly and accurately where applicable to the position.

Business Unit/Department: Engineering Services (1300) 

Affiliation: CUPE 15 Non Pks 

Employment Type: Auxiliary/Casual 

Position Start Date: March, 2025 

Salary Information: Pay Grade GR-011: $24.97 to $29.2 per hour

Application Close: February 20, 2024

Are you a detail-oriented, seasoned administrative professional with solid experience supporting senior management? If so, consider this exciting temporary opportunity providing administrative support to the Director of Operations and Maintenance in the Transportation Services Division. The City of Toronto Transportation Services Division's mission is to build and maintain a resilient transportation network so that people connect with the places, activities and communities they value. Toronto is a rapidly growing city, with a significant transportation infrastructure needs to improve safety, manage state-of-good repair, and support growth.

Major Responsibilities

• Screens, reviews and prioritizes incoming phone calls, e-mail and mail, processes correspondence, and where appropriate directs to appropriate staff.
• Handles and schedules daily appointments, meetings business-related travel, events and activities for the Director as well as other staff in the Director's Office. Organizes the daily schedule around urgent requests from various areas, as well as emergency response.
• Coordinates meetings, events and schedules. Takes/transcribes confidential minutes related to the Office of the Director of Operations and Maintenance, labour relations and other matters as required.
• Assists the Director to monitor and flag hot issues for standing Committees and City Council.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government.
• Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Coordinates the development and preparation of summary notes and briefing materials for the Director.
• Prepares and organizes materials, including confidential matters. Formats Committee reports prior to signature.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
• Coordinates and maintains a complex record/retrieval systems.
• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature.
• Maintains awareness of municipal and Transportation Services matters, administrative systems and procedures to provide effective administrative assistance.
• Provides support in handling special projects.
• Performs varied administrative duties and clerical functions in connection with the operation of the Office of the Director of Operations and Maintenance, Transportation Services Division.

Key Qualifications

1. Considerable experience in the performance of administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience utilizing a variety of software packages including advanced knowledge of Microsoft Office Suite (i.e. Word, Excel and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
3. Experience working with, and preparing, confidential materials/information for management.
4. Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, with members of the public and external agencies.
5. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
6. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
7. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
8. Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings, as required.
9. Strong analytical and problem solving skills with proven ability to handle sensitive issues.
10. Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with senior management staff.
11. Ability to work within an organizational culture that emphasizes continuous learning, collaboration, transparency, accountability and trust while promoting a strong code of ethics and integrity to support public service excellence.
12. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.

The Administrative Supervisor is responsible for overseeing a team of Administrative Coordinators, setting performance objectives, evaluating performances, training and hiring as required. This position is a “hands on” position working on various functions as assigned by the Admin. Manager.  In addition, also may have to cover for absences within the Team.

How You’ll Help

• Assesses and monitors workload on a daily basis, ensuring coverage is available at all times to maintain. 
• Areas include, P&D Check-In / CICO, managing of linehaul departures as it relates to the administrative side of closing linehaul manifests and statting trailers properly in TruckMate to ensure timely departures from the terminal.     
• Elevated communications to divers/brokers, internal and external Customer Service and liasing with the Dock Operations Team to ensure all facets covered to successfully run the Billing shift.
• Arranges coverage for vacations and other absences to ensure day-to-day deadlines are met. 
• Works with and maintains departmental KPI’s as they pertain to Company goals set out and provides feedback to employees consistently.  This includes, maintaining staff daily KPI logs to ensure complete by end of week to monitor phone queue reports, refused & undelivered stats, appointment stats, # Sent E-mails, and any additional workload staff may perform daily to add to their day under “other”. 
• Works with and supports the Admin. Team to maintain steady and up-to-date workflow.
• Works on administrative projects as required by the Administration Manager / Terminal and Regional Managers.
• Manage/audit reports such as TruckMate, Salesforce, R&U Report, Fineable Appts., Beyond EDD Reports.
• Other related duties as required by Admin. Manager and/or Reg. Admin. Mgr., Terminal Manager or Reg. Ops Mgr.

Your Skills & Experience: 

• Minimum of secondary education in the office administration field, with preference of post-secondary education (general stream), or a combination of education and experience.
• 3-5 years experience in the administrative field with responsibility of data entry and interpretation of payroll laws, policies and guidelines preferably in the Transportation industry
• 1-3 years of Supervisory / Leadership experience.
• 3-5 years Previous Transportation or operational experience is preferred.  Various roles within transportation and administration is beneficial.
• Strong leadership skills, including the ability to motivate a team in a high pressure, deadline-driving environment.
• Strong communication skills, verbal and written.
• Organized individual with strong/advanced communication and resolution skills. 
• Ability to work deadlines in a high transactional environment. 
• Excellent Computer skills and accuracy, MS products, AS400, web-based payroll programs.
• Meticulous and detailed-oriented.
• Results focused.
• Ability to work in a team environment.
• Ability to champion business needs in a collaborative manner to colleagues

Shift: Monday – Friday 5pm – 2am (Afternoon Shift)

Overview

Overview

Overview

Overview

Overview

Performs operational and/or administrative duties of a complex nature, using a variety of software applications.  These positions require a high level of accuracy due to consequence of error and fines/penalties to the Company and/or loss of revenue. This position requires initiative and judgment.

Tasks and responsabilities

• Analyze, design, format and produce creative high quality documents, reports, etc.
• Develop, prepare, and provide statistical reports
• Prepare comparative analysis
• Plan, coordinate, and execute road shows, where travel may be required
• Assist with product displays
• Recommend and assist in implementing improved methods and procedures
• Provide on-the-job training, direction, guidance and assistance to other employees in the department.
• Maintain confidentiality at all times
• Record and maintain operational records and/or endorsements
• Comply with Company Policies, Collective Agreements and/or Government Regulations
• Liaise with internal and external customers
• Organize and prioritize workload to meet deadlines
• Works with minimal or no supervision
• First level troubleshooter of hardware/software
• Assist with compilation of operating business plan
• Monitor reports, investigate discrepancies and calculate accruals
• Audit invoices
• Ensure flight crew meals and/or ground allowances are provided
• Process and calculate pay adjustments/expenses
• Compose, format and prepare correspondence
• Operate mainframe printers and related equipment
• Prepare and distribute reports to meet production printing deadlines
• Control and monitor printing system to maintain availability, serviceability and reliability
• Monitor printers for quality control
• Coordinate maintenance and up-keep of equipment problems

Task allocation may vary from one department to another

In addition to the above, may be required to perform the Tasks / Responsibilities as outlined in Assistant Coordinator and Coordinator Levels.

Qualifications

Education

• High School graduation

Skills and knowledge

• Good interpersonal skills
• Excellent communication skills both written and verbal, as well as formatting and proofreading skills
• Intermediate knowledge of Microsoft Office applications
• Proficiency in spelling, punctuation and grammar
• Aptitude for accuracy and detail
• Aptitude for math

Experience

• Minimum 3 years office experience

Specific requirements

• Some positions require the ability to take minutes
• Some positions require Licenses, e.g. Driver’s, MOT, AVOP etc.
• Some positions may require lifting and climbing.
• Some positions may require shift work and/or work staggered starting and stopping times 
• Some positions may be exposed to weather conditions
• Candidates must be eligible to work in the country of interest, at the time any offer of employment is made and seeking any required work permits/visas or other authorizations which may be required is the sole responsibly of the candidates applying for this position.
• Must be able to obtain and maintain any applicable transportation security clearances and additional authorizations. Please refer to Transport Canada site for more details.

Linguistic Requirements

Based on equal qualifications, preference will be given to bilingual candidates.

02/28/2025

Address:

100 King Street West

Performs a variety of administrative and clerical tasks, financial and human resources administration and provides professional support to one or more Managers and their direct reports.  The role provides general offices services ensuring all administrative and operational processes and control standards are followed, while seeking to determine, develop, and participate in implementation of improvement opportunities, contributing to the effective and efficient operation of the business group.

• Supports the execution of strategic initiatives; includes tracking metrics and milestones.
• Builds effective relationships with internal/external stakeholders. 
• Analyzes data and information to provide insights and recommendations.
• Leads the planning, coordinating and implementing department events.
• Provides specialized and professional support to an executive and their senior managers within a large and diverse department or business group.
• Coordinates and monitors budgets and reporting on results vs. budget.
• Provides coaching and mentoring to more junior administrative assistants to support them in developing capability to carry out current job accountabilities.
• Manages and monitors calendars and upcoming events. Dispatches meeting invitations, books meeting rooms and arranges for resources and other requirements in support of smooth and efficient meeting facilitation. Supports the coordination and implementation of department events.
• Develops and maintains a filing system; ensures business and operational reports, forms, and other documentation, paper or electronic, are readily available.
• Supports the development of tailored messaging, which may include writing, editing and distributing communications (e.g., correspondence, presentations, policies & procedures).
• Dispatches outgoing communications. Answers central phone line, responding to and resolving/escalating inquiries.
• Processes invoices for payment in adherence with documented processes and guidelines and vendor agreements
• Prepares and logs departmental expense claims and reports.  Tracks expenses to ensure they stay within budget.
• Makes travel arrangements, booking flight/hotel reservations as needed.
• Liaises with internal business units and external vendors and participates in the local coordination and implementation of premises and building related matters including incoming / outgoing staff and contractors, relocations, office planning and new furniture requirements while ensuring minimal interruptions to business operations.
• Maintains supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Ensures all vacation and absence scheduling is documented, takes into account critical business needs, follows guidelines, and is managed consistently across employees in the group; identifies scheduling conflicts for resolution.
• Coordinates training requirements for staff (research, booking, cancellations, confirmations, etc.).
• Collaborates with internal and external stakeholders in order to deliver on business objectives.
• Organizes work information to ensure accuracy and completeness.
• Completes complex & diverse tasks within given rules/limits and may include handling escalations from other employees.
• Analyzes issues and determines next steps.
• Broader work or accountabilities may be assigned as needed.

Qualifications:

• Typically between 3-5 years of experience in an administrative/professional support function and post-secondary degree in related field of study desirable.
• Specialized knowledge.
• Verbal & written communication skills - Good.
• Organization skills - Good.
• Collaboration & team skills - Good.
• Analytical and problem solving skills - Good.