SUPPORT ASSISTANT Temporary Job

Job Description:

 

Reporting to the Manager of the Confronting Anti-Black Racism Unit, the Support Assistant B will be a part of an administrative support team, providing assistance to the Confronting Anti-Black Racism Unit in the Community Resources Section, including key initiatives in relation to the Toronto Action Plan to Confront Anti-Black Racism areas.

 

Major Responsibilities:

 

• Performs varied administrative tasks involving the preparation, research, analysis, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash.

• Assesses and analyses data and prepares and processes documents/statistical summaries/reports etc. 

• Drafts and distributes correspondence on behalf of Community Resources staff.

• Checks work for accuracy and conformity with regulations, policy and procedures.

• Corrects/resolves outstanding/incorrect items, identifying issues and recommends solutions. 

• Performs complex calculations.

• Directs, coordinates, schedules and trains assigned staff, checking and verifying work of assigned staff for accuracy.

• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. 

• Prepares presentation material, documents and reports, utilizing detailed layout and formatting.

• Co-ordinates and maintains a complex record/retrieval system. 

• Monitors, orders and maintains supplies/resource materials and equipment for unit and/or other locations.

• Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria as it relates to the Community Resources Initiatives.

• Reviews, accepts or rejects material/applications from the public, ensuring all criteria have been met.

• Receives and pays out cash and cheques, controls, monitors and balances petty cash, prepares bank deposits, withdrawals, reconciliations and processes/checks financial payments, tracks and submits monthly PCard transactions and receipts. 

• Assists with budget administration for unit, including processing of vendor invoices.

• Co-ordinates meetings, events and schedules, including equipment booking and arranging business travel, such as conference registration and accommodations.

• Takes/transcribes minutes and provides on-site support to events.

 

Key Qualifications:

 

Your application must describe your qualifications as they relate to:

 

1. Considerable experience performing clerical and administrative duties, including taking meeting minutes, drafting email communications and tracking of payments.

2. Considerable experience using various software packages including Microsoft Office software (i.e., Word, Excel, PowerPoint, Outlook and Access), SAP, WebEx and various data management software (i.e. Canva and Request for Purchasing Goods & Services (RPGS) system).

3. Considerable experience creating and formatting large complex documents, reports, charts, spreadsheets, presentations, contact and document logs and databases.

4. Experience supporting Black communities in various settings including civic engagement and community mobilisation.

 

You must also have:

 

• Excellent communication skills with the ability to compose correspondence, memoranda and transcribing minutes.

• Excellent organizational, analytical, problem solving and multi-tasking skills with the ability to be flexible and assess priorities, work within tight time constraints and meet deadlines.

• Excellent customer service skills, interpersonal and conflict management skills, with the ability to take initiative.

• Ability to deal effectively with all levels of staff, senior management, councillors, the public and external contacts in person, by telephone and in writing.

• Ability to work both cooperatively within a team and independently under time constraints.

• Ability to exercise independent judgement and discretion in dealing with confidential and sensitive information.

• Knowledge of general statistical techniques and practices, with the ability to make calculations accurately.

• Familiarity with governmental policies and procedures, related legislation, municipal government operations, council proceedings and political issues.

• Occasional ability to work evenings and weekends, as required.

• Ability to support Toronto Public Service values and a workplace culture that champions equity, diversity, and inclusion.

• Working knowledge of the Toronto Action Plan to Confront Anti-Black Racism and issues/solutions in relation to the Toronto’s Black communities is considered an asset.

 

Posting Period: 05-JUL-2024 to 12-JUL-2024

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.