Support Assistant C

2 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**: 42800

**Job Category**:Administrative

**Division & Section**:City Planning, CP Community Planning Etob. York Dist

**Work Location**:Various Locations (See Below)

**Job Type & Duration**:Full-time, 3 Permanent and 1 Temporary (12 month) vacancies

**Hourly Rate and Wage Grade**:$29.95 - $32.83 TF0006, Wage Grade 6

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

**Affiliation**: L79 Full-time

**Number of Positions Open**: 4

**Posting Period**: 03-19-2024 to 04-04-2024

**Locations**:

- Etobicoke Civic Centre (2 Civic Centre Ct.)
- North York Civic Centre (5100 Yonge Street)
- City Hall (100 Queen St. W)

The City Planning Division has several exciting opportunities to join one of our sections as a Support Assistant C.
- **Community Planning (2 Permanent)**: Reporting to the Manager, Community Planning in the Etobicoke York and North York District, you** **will perform a variety of clerical and administrative functions in support of the Community Planning of the City Planning Division
- **Graphics and Visualization, Urban Design (1 Permanent)**: Reporting to the Program Manager Graphics & Visual Planning at City Hall, you will be providing support to a geographically disbursed team of 24 staff and City Planning events. You will prepare, compile and support graphic requests, arrange purchase orders, process invoices, maintain time and attendance tracking, use Web Content Management (WCM) and Digital Asset Library to upload and download content as requested, and other administrative duties. You will respond to enquiries from City staff and the public, ensure the timely flow of graphic resource material, including copy centre and print unit requisitions, and coordinate activity schedules and appointments among staff and clients.

**Major Responsibilities**:

- Prepares researches, maintains and processes documents created by consultants and staff related to design guidelines and land use studies
- Selects content from a variety of divisional resources, publications and libraries and presents data to City Planning staff, City staff and the public on request
- Proof reads documents and checks for grammatical and spelling errors and makes corrections.
- Drafts administrative correspondence
- Supports management and staff with electronic calendar (in Outlook or similar)
- Inputs, updates, and maintains data in spreadsheet and data base software
- Operates office equipment (plotters, printers, scanners) (e.g.) and utilizes a variety of software packages with speed, accuracy and skill
- Prepares presentation materials in Powerpoint for various committees and boards
- Utilizes layout, formatting and keyboarding skills
- Maintains digital and paper filing system and retrieval systems for records/documents
- Receives, balances and records payments and completes receipts
- Responds to inquiries requiring broad knowledge of the operational area/function
- Coordinates meeting rooms, bookings and special requirements for meetings including equipment
- Attends meetings, takes and transcribes minutes
- Prepares, sorts, processes, collects, opens, distributes and delivers mail, cash, bank deposits
- Monitors, orders and maintains supplies/resource materials for unit or other locations
- Other office duties as assigned

**Key Qualifications**:

- Experience in performing various clerical and administrative support duties.
- Experience working with and maintaining databases relevant to supporting a division's core requirements such as IBMS system, and MS Access

**You must also have**:

- Strong verbal and written communication skills.
- Ability to participate in and operate within a multidisciplinary work team.
- Good organizational, analytical and multi-tasking skill with the ability to meet deadlines and assess priorities.
- Ability to handle multiple projects and priorities and work in a fast paced team environment.
- Ability to work independently with mínimal supervision, prioritize work schedule, complete assigned duties within timelines.
- Problem solving and decision making skills with the ability to handle and resolve difficult situations in a professional manner.
- Ability to work with various filing systems and manage large volumes of information both hard copy and electronic.

**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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