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Support Assistant B

3 months ago

Toronto, Ontario, Canada City of Toronto Full time

Job ID: 45613

Job Category:
Administrative

Division & Section:
Toronto Water, TW Customer & Technical Support

Work Location:275 Merton St.

Job Type & Duration:
Permanent, Full-time

Hourly Rate:
$ $36.55

Shift Information:
Monday to Friday, 35 hours per week

Affiliation:
L79 Full-time

Number of Positions Open: 1

Posting Period: 09-APR-2024 to 23-APR-2024

Major Responsibilities:

  • Performs varied administrative tasks involving the preparation of correspondence, research, reconciliation of data and assistance with all aspects related to the administration of service programs.
  • Prepares manuals, reports, statistical letters, memoranda, minutes and other documents in accordance with City standards. Applies and checks layout and formatting guidelines; proof reads own and other's material.
  • Coordinates and maintains records/retrieval system or various records/databases using computerized management systems. Develops and updates mailing lists, manual and computerized filing systems and inventory systems.
  • Maintains office supply inventories, liaises with internal/external vendors and suppliers.
  • Coordinates meetings, events and schedules. Takes/transcribes meeting minutes.
  • Prepares/processes documents and handles issues of a confidential/sensitive nature with appropriate discretion.
  • Responsible for tracking and reporting attendance and vacation request for the unit.
  • Performs research on internet and intranet (e.g. 311 Knowledge Base, Toronto Water website) as required to respond to customer inquires.
  • Receive and pay out cash and cheques, controls, monitor and balances petty cash, prepare bank deposits, withdrawals, reconciliations and process/check financial payments.

Key Qualifications:

  • Considerable experience in providing customer service to various stakeholders including residential and commercial customers.
  • Considerable clerical/administrative experience performing tasks such as records management, reconciling financial records, preparing correspondence and handling customer inquiries in person, by telephone and in writing.
  • Considerable experience creating and formatting documents, reports, charts, spreadsheets and presentations.
  • Experience with taking and transcribing minutes.

You must also have:

  • Ability to utilize other software packages relevant to supporting the division's core requirements and able to utilize internet to research effectively.
  • Excellent communication skills, both orally and in writing and ability to compose detailed correspondence, letters and memos.
  • Excellent interpersonal skills with the ability to meet with and deal effectively with all levels of staff, contractors, consultants and the public tactfully and courteously.
  • Good organizational, analytical, problem solving and multitasking skills with the ability to set priorities in a fast paced environment to meet tight, sometimes conflicting, deadlines.
  • Ability to exercise independent judgement and discretion in dealing with confidential operational matters.
  • Ability to perform detailed, complex calculations.
  • Ability to plan and organize appointments, meetings, interviews, conferences etc.
  • Experience in fast paced, highly demanding customer service environment (Council members, officials, staff and public).
  • Work effectively with employees in team oriented environment.
  • Speed and accuracy in data entry functions.
  • Problem solving and decision making skills with ability to handle/resolve difficult situations in a professional manner.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

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.

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