SUPPORT ASSISTANT Full-time Job

Reporting to the Manager, Housing Stability Services the Support Assistant A is responsible for the management, co-ordination, and delivery of administrative operations within the Housing Stability Services section. The focus of the role is to support procurement processes, program operations, inquiries from the public, reporting and IT System implementation.  

Major Responsibilities:

• Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and co-ordination of various documentation and processes.
• Preparing, organizing and storing documents in both paper and digital formats.
• Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation.
• The first point of contact with the public and housing program recipients by phone and email related to housing program questions, complaints and concerns.
• Interfaces with HSS service providers related to housing program implementation and challenges.
• Ensures service delivery of the unit and monitors/controls unit work standards. Reviews processes/work for accuracy, prior to authorizing. Identifies and recommends modifications and oversees implementation of changes.
• Assists with operational programs/functions.
• Administers, prepares, processes and composes documents, statistical summaries and reports.
• Assists with the development and documentation of policies and procedures for the unit and/or division. Interprets and applies regulations and practices.
• Prepares calculations and analysis of data. Compiles data for forecasting/budgeting.
• Reconciles, deposits/issues accounts, cash and statements.
• Provides work direction, coordination, training and guidance to assigned staff.
• Operates computers utilizing and manipulating a variety of software packages.
• Prepares and/or presents presentation materials.
• Provides information and guidance to staff, Councillors, the public, agencies, other levels of government etc. orally or in writing.
• Attends meetings and hearings and acts as the division and/or unit representative. Signs documents as a representative of the corporation.
• Co-ordinates meetings, events and schedules.
• Takes/transcribes minutes.

Key Qualifications:  
Your application must describe your qualifications as they relate to:   

1. Extensive office administration experience at a senior level within a team environment.
2. Extensive experience with administrative systems, relating to data management, procurement and finance systems.
3. Considerable experience with a variety of software packages including Microsoft Office Suite (i.e. Word, Excel, MS Access and PowerPoint) and Outlook.
4. Considerable experience in developing and implementing administrative work procedures and systems.

You must also have:  

• Excellent organizational and time management skills, with the ability to perform in a high volume, high stress environment.
• Ability to communicate effectively both verbally and in writing with politicians, the public, and all levels of staff.
• Ability to identify and analyze problems or inefficiencies and develop effective solutions.
• Ability to meet deadlines and deal with conflicting priorities and work demands.
• Ability to deal with confidential materials and matters.
• Ability to provide work direction to clerical and administrative staff including training and orientation.
• An understanding of issues of housing and homelessness, as well as the services provided by the Housing Secretariat.
• Customer service skills working with clients, service providers, the general public and/or staff to address service inquiries, requests and/or complaints.
• Good knowledge and understanding of City’s By-Laws, policies and procedures with respect to purchasing, accounting, accounts payable, accounts receivable and financial reporting.

Toronto, the capital of the province of Ontario, is a major Canadian city along Lake Ontarios northwestern shore. It's a dynamic metropolis with a core of soaring skyscrapers, all dwarfed by the iconic, free-standing CN Tower. Toronto also has many green spaces, from the orderly oval of Queens Park to 400-acre High Park and its trails, sports facilities and zoo.