support assistant b

1 month ago

Toronto, Ontario, Canada City of Toronto Full time

Job ID: 46587

Job Category: Administrative

Division & Section: Engineering & Construction Services, ECS Bridges & Expressways

Work Location: Metro Hall, 55 John St., Toronto

Job Type & Duration: Full-time, Temporary, 11 months

Hourly Rate: $ $36.55

Shift Information: Monday to Friday, 35 hours per week

Affiliation: L79 Full-time

Number of Positions Open: 1

Posting Period: 22-MAY-2024 to 29-MAY-2024

Reporting to the Manager, Contracts Tenders & Payments and/or Supervisor, Contracts Tenders and Payments, the Support Assistant B will perform in a fast-paced collaborative environment providing administrative support to various teams.

Major Responsibilities:

  • Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash. Prepares and processes documents/statistical summaries/reports etc. Assesses and analyses data. Drafts and signs correspondence.
  • Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions. Performs complex calculations.
  • Directs, coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff. Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
  • Co-ordinates and maintains a complex record/retrieval system. Maintains supplies inventories. 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.
  • 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. Assists with budget administration for unit.
  • Co-ordinates meetings, events and schedules. Takes/transcribes minutes.

Key Qualifications:

  1. Considerable administrative experience in a team-oriented customer service environment.
  2. Considerable experience in administrative processing and reviewing documents to
  3. ensure accuracy and conformity with legislation, regulations, policy and procedures and correcting incorrect items.
  4. Considerable experience in Microsoft Office Suite, specifically using Word and Excel.
  5. Experience using computer based accounting and/or financial applications/systems (e.g. SAP).
  6. Experience drafting, preparing and formatting letters, reports, memos, and other business documents.

You must also have:

  • Ability to set priorities, meet deadlines, be resourceful, adaptable and able to work independently with minimal supervision in a fast paced environment.
  • Ability to work effectively with staff and deal with the public tactfully and courteously. Aptitude with figures, attention to detail and ability to do arithmetic calculations accurately.
  • Excellent interpersonal skills with ability to communicate effectively, both orally and in writing and able to compose detailed correspondence and to proof read materials.
  • Ability to exercise independent judgement and discretion in dealing with confidential matters and correspondence.
  • Familiarity in archiving and retrieving files manually and/or electronically in an organized manner. Working knowledge of workplace relevant legislation including Human Rights and Occupational Health and Safety Act.
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

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.

Accommodation

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.

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