Support Assistant C

4 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**: 45710

**Job Category**:Administrative

**Division & Section**:Housing Secretariat, Housing Stability Services

**Work Location**:176 Elm St, Toronto, M5T 3M4

**Job Type & Duration**:Full-time, Permanent vacancy

**Hourly Rate and Wage Grade**:$29.95 - $32.83 hourly, Wage Grade 6

**Shift Information**: Monday to Friday, 35 hours per week per week

**Affiliation**: L79 Full-time

**Number of Positions Open**: 2

**Posting Period**: 16-Apr-2024 to 30-Apr-2024

Reporting to the Manager, Access to Housing, the Support Assistant C is responsible for the management, co-ordination and delivery of administrative operations within the Access to Housing section.

**Major Responsibilities**:

- Greets visitors and responds to client enquiries sharing broad knowledge of the operational area/function.
- Contacts clients to ensure information in the waitlist database is accurate and makes updates, as needed.
- Maintains manual and computerized filing and retrieval systems for records/documents, including file correspondence, records, reports, inventory and manuals.
- Ensures calls and service requests are logged and shares/forwards enquiries with appropriate personnel.
- Collects, sorts, tracks, date stamps, distributes, prepares, and processes forms and documents, including mail, fax, statements, invoices, reports, vouchers, cheque requisitions, cash, receipts, tokens and purchase orders.
- Monitors, orders, picks up and maintains supplies/resource materials for unit.
- Prepares, collects, prints and distributes materials, photocopies documents, and sends facsimiles.
- Prepares, researches, maintains, and processes documents. Selects and presents data from manual or computerized fields (e.g. MS Excel spreadsheet and MS Access database) for various summaries and reports.
- Drafts correspondence, prepares presentation materials, and completes forms.
- Utilizes layout, formatting and keyboarding skills. Performs database searches to input, retrieve, process and report information as requested.
- Provides assistance with reconciliation and analysis of financial and statistical data.
- Provides administrative support to the Management team, as well as front line staff.
- Monitors, orders and maintains supplies/resource materials for the unit.
- Coordinates meeting rooms, bookings and special requirements for meetings. Attends meetings, takes and transcribes minutes.
- Performs related duties as assigned by Support Assistant A.

**Key Qualifications**:
**You Must Have**:

- Considerable experience working in a customer service environment dealing directly with service providers, the public and staff in person, over the phone, or by mail inquiries.

Considerable experience and proficiency in computerized software programs, specifically Microsoft Word, Excel and PowerPoint and experience with data entry, layout and formatting procedures for text, tables, and spreadsheets and mail merging.

**You must also have**:

- Ability to set up and maintain manual and computerized filing systems.
- Ability to work independently and complete tasks with mínimal supervision.
- Ability to handle detailed work with accuracy.
- Mathematical ability to compile statistical summaries and to balance accounting documents.
- Knowledge of standard office practices and procedures, including the City’s procurement processes.
- Good interpersonal skills with the ability to communicate effectively, both orally and in writing and develop solid internal and external work relationships.
- Ability to plan, organize and manage a high volume of work with mínimal supervision and complete a number of diverse tasks simultaneously.
- Excellent inter-personal skills and ability to work co-operatively within a team setting with shared work tasks
- Proven ability to handle confidential and sensitive information with discretion and tact.
- Problem solving and decision making skills, with the demonstrated ability to handle and resolve situations, utilizing knowledge of policies, practices and procedures.
- Ability to work in a human services environment.

**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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