Administrative Assistant

2 weeks ago

Toronto, Canada Toronto Transit Commission Full time

**JOB INFORMATION**
**Requisition ID**: 9316
**Number of Vacancies**: 1
**Department**: Operations Support (20001207) - Head & Staff Operations Support (30000522)
**Salary Information**: $70,725.20 - $88,415.60
**Pay Scale Group**: 7SA
**Employment Type**: Regular
**Weekly Hours**: 35, **Off Days**: Sunday, Saturday **Shift**: Day
**Posted On**: April 22, 2024
**Last Day to Apply**: April 28, 2024
**Reports to**:Head, Operations Support

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."

**Career Opportunity**:

- You will be responsible for providing administrative and secretarial support to the Head - Operations Support and for providing effective office support services for the Operations Support Department. Carrying out special assignments as directed; coordinating and preparing responses to internal and external communication requests; researching information and preparing a variety of correspondence, reports and other material related to the work; and giving guidance and direction to departmental staff regarding administrative functions, office procedures and corporate policies.**What You Will Do**:

- Provide meeting support for various meetings for the Group/Department.
- Prepare and/or assist in the preparation of documents, presentations, and reports, and distribute to the appropriate parties in accordance with established standards.
- Coordinate, prepare correspondence, and/or communicate verbally with others to ensure accurate and timely communication of information.
- Monitor, track and maintain information/data/ records/files, following up, and updating as required.
- Provide administrative and office support, and perform a variety of administrative duties related to assigned work.
- Provide guidance, expertise and advice, and make recommendations for improvement regarding related areas.
- Liaise with Group/Department staff, other Groups/Departments, and/or external organizations.
- Assist and/or prepare the department's administrative operating budget, capital budget, other budgets and/or cost estimates as required for the department, and may monitor expenditures.
- Coordinate and/or provide training to staff, including arranging for training and providing guidance relative to the resolution of problems.
- Participate and assist with special projects and activities as directed.
- Promotes a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Provides leadership in the development and implementation of inclusive and accessible policies, programs and/or services for employees and customers in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.
- Participation in the TTC Customer Service Ambassador Program.

**What Skills Do You Bring?**:

- Communicate in a variety of mediums
- Plan and organize activities / projects to meet section and organizational goals
- Maintain documentation and historical records

**What Qualifications Do You Bring?**:

- Completion of a post-secondary office administration education or the equivalent combined with several years of progressively senior experience in an office administrative capacity.
- Executive Assistant Program/Administrative Assistant Program diploma or Certificate is an asset.
- Requires knowledge of business administration concepts and practices combined with a sound knowledge of modern office methods, procedures, practices and equipment as well as research methods and techniques.
- Sound judgement; excellent organizational, interpersonal, oral and written communication skills.
- Ability to effectively coordinate and direct departmental administrative/office support activities and provide advice, guidance and direction regarding departmental administrative procedures, protocols and policies.
- Ability to handle several responsibilities at once, under mínimal supervision.
- Must have or must rapidly acquire sound knowledge of the TTC and Department organizational structure and functions, as well as policies and procedures applicable to the work performed.

**What We Offer**:

- Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
- A flexible, hybrid work approach that allows colleagues to find balance between their professional and personal lives and mak

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