ADMINISTRATIVE ASSISTANT TO DIRECTOR (t, ON, CA, m)
City : Toronto
Category : Administrative
Industry : Government
Employer : City of Toronto
- Job ID: 27611
- Job Category: Administrative
- Division & Section: Municipal Licensing & Standards, MLS Policy & Strategic Support
- Work Location: CITY HALL, 100 Queen Street West, Toronto
- Job Type & Duration: Full-Time, Permanent
- Hourly Rate and Wage Grade: $33.97 - $37.22, TF0352, Wage Grade 9
- Shift Information: Monday to Friday, 35 hours per week
- Affiliation: L79 Full-Time
- Number of Positions Open: 1
- Posting Period: 05-AUG-2022 to 19-AUG-2022
- Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Director
- Identifies, screens/prioritizes issues and initiates responses on behalf of the Director
- Prepares and composes documents, summaries and reports
- Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Director on followed-up action items.
- Coordinates special events, workshops; coordinates meetings and schedules, and adjusts work plan to meet unscheduled events; organizes/coordinates and attends management and team meetings
- Provides work direction, training and guidance and acts as a resource to support/clerical staff
- Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities
- Locates/extracts and consolidates information required in reports and correspondence. Undertakes research/analysis and prepares reports on the various issues/findings.
- Prepares/processes documents and handles issues of a confidential/sensitive nature
- Acts as Divisional liaison when dealing with Councillors and Division Heads
- Handles enquiries regarding operational policies/practices, general public and stakeholder enquiries/concerns and deals with FOI requests in accordance with the City’s FOI protocols
- Assists in the preparation of briefs, presentation/meeting materials
- Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of project
- Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCD's, the public, and private institutions that have regular contact with Director
- Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives
- Organizes and maintains Director’s filing system
- Ensure that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines
- Makes recommendation of new/modified administrative functions and their implementation
- Follows up on Decisions of Council to ensure recommendations are adhered to
- Provides follow-up to assignments given to management staff; provides status reports to the Director Assist in Budget information compilation of data for forecasting and co-ordination between sections/units. Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring Director’s signature
- Maintains records related to budget administration.
- Arranges business travel including conference registration, accommodation and cash advances. Reviews accuracy of expense claims
- Organizes and maintains policy and procedure manuals. Operates computers utilizing and manipulating a variety of software packages
- Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate
- Manages the Director’s schedule; e.g.: arranges business travel including conference registration, accommodations, schedules interviews, general meetings
- Maintains various staffing records, such as attendance register and other confidential employee records and files, on behalf of Director
- Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.
Your application must describe your qualifications as they relate to:
- Extensive experience performing secretarial and administrative support duties to the Director or equivalent senior level staff.
- Considerable experience in preparing complex reports, correspondence and documents for Council and/or senior management staff.
- Considerable experience utilizing a variety of software packages (i.e. Word, PowerPoint, Excel, etc.) for preparing, editing, and formatting charts, spreadsheets and presentations.
- Considerable experience in taking minutes at meetings and tracking related follow up activities.
- Experience with filing and database management systems to manage large volumes of information both hard copy and electronic.
You must also have:
- Ability to exercise independent judgement and discretion in dealing with confidential operational matters and management staff.
- Excellent communication and problem solving skills to deal effectively, both orally and in writing, with senior government officials, and all levels of staff.
- Strong analytical skills with the ability to perform duties under minimal supervision.
- Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
- Knowledge of, municipal government operations, Council and committee proceedings.
- Ability to provide work direction to clerical and administrative staff, including training and orientation.
- Ability to research and compile data in a timely fashion.
- Ability to schedule, plan and organize appointments, meetings, interviews, and conferences, utilizing an electronic calendar.
- Ability to implement effective administrative work procedures and maintain an organized office in a fast paced and complex office
Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's Mandatory Vaccination Policy. Candidates will be required to show proof of vaccination during the recruitment process.
NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:
City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.