support assistant b

4 weeks ago

Toronto, Ontario, Canada City of Toronto Full time
  • Job ID: 45057
  • Job Category: Administrative
  • Division & Section: Municipal Licensing & Standards, MLS Licensing Services
  • Work Location: East York Civic Centre, 850 Coxwell Avenue, Toronto
  • Job Type & Duration: Full-time, 3 Permanent and 1 Temporary (12 Month) Vacancies
  • Hourly Rate: $ $36.55
  • Shift Information: Monday to Friday, 35 Hours Per Week
  • Affiliation: L79 Full-time
  • Number of Positions Open: 4
  • Posting Period: 14-MAY-2024 to 29-MAY-2024

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:

Your application must describe your qualifications as they relate to:

  1. Considerable experience working in a front-line, highly demanding customer service oriented environment, performing various clerical and administrative tasks.
  2. Considerable experience utilizing case management systems (e.g. Licensing System, ICON, etc.) and a range of office equipment such as scanners, Point of Sales (POS) systems and other relevant equipment to support the division's core requirements such as Captiva, T-Recs, Front Desk, etc.
  3. Considerable experience using a variety of software packages such as Microsoft Office Suite (i.e. Word, PowerPoint, Excel and Outlook) to create and format documents, reports, charts, spreadsheets and POS/bank reconciliations.
  4. Considerable experience reviewing personal and corporate documents of a sensitive nature for the purpose applications and data entry both in-person and online, in hardcopy and digital format.

You must also have:

  • Excellent interpersonal skills with the ability to provide a high level of customer service and respond to email, telephone and in person inquiries in an efficient, discreet and diplomatic manner.
  • Excellent organizational, analytical and multitasking skills with the ability to set priorities, co-ordinate a diverse workload, meet tight deadlines and assess priorities while working with minimal supervision.
  • Excellent problem solving and decision-making skills with the ability to handle and resolve difficult situations in a professional manner.
  • Excellent keyboarding, proof reading and data entry skills with emphasis on volume and accuracy.
  • Ability to work in a high pressure, high volume, team environment and carry out instructions with minimal supervision.
  • Ability to work in a customer service-oriented environment, dealing directly with the public, including handling customer inquiries in person, by telephone and in writing.
  • Ability to write in a clear, concise and legible manner.
  • Ability to exercise independent judgment and discretion in dealing with confidential operational matters.
  • Ability to compile financial data and statistical summaries and to balance documents.
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
  • General knowledge of court proceedings, tribunal process and procedures.
  • Knowledge and understanding of relevant bylaws (e.g. Toronto Municipal Code Chapter 545 and 546) and other government legislations, regulations, policies, practices and procedures.

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.

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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