Administrative Assistant 2

3 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**: 36160

**Job Category**:Administrative

**Division & Section**:Deputy City Manager IDS Office, Office of Emergency Management

**Work Location**:703 Don Mills Road

**Job Type & Duration**:Temporary, Full-time (24 months) Vacancy

**Salary**:$62,480 - $75,087 annually

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

**Affiliation**: Non-Union

**Number of Positions Open**: 1

**Posting Period**: 06-Apr-2023 to 24-Apr-2023

Reporting to the Manager, Office of Emergency Management (OEM), the Administrative Assistant 2 will play a
** **key supporting role to the Emergency Management team in the preparation for, and delivery of, the 2026 FIFA World Cup. This position will also support the Emergency Management team with special events in the City while working collaboratively with departmental and divisional representatives from partner divisions.

**Major Responsibilities**:

- Performs varied administrative duties and clerical functions in connection with the operation of the OEM team. May provide work direction and training to assigned staff.
- Exercises caution and discretion with personnel and other confidential information. Types correspondence, including that of a confidential nature.
- Handles scheduling of appointments and ensures that the appropriate information is provided.
- Conducts background research and retrieves information on various issues.
- Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
- Liaises with and exchanges information with all levels of staff, elected officials and the public.
- Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
- Checks work for accuracy and conformity with regulations, policies and procedures, and corrects/resolves outstanding/incorrect items prior to signature.
- Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
- Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
- Assists with budget administration for the unit. Administers petty cash.
- Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
- Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.
- Prepares and organizes Council materials (including confidential matters), background, and briefing notes. Formats Committee reports prior to signature.

**Key Qualifications**:

- Considerable experience in providing administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures.
- Considerable experience taking minutes at meetings, required follow-up activities and handling confidential and complex documents and reports.
- Experience working with confidential materials/information for senior management and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
- Experience in the use of a variety of software packages including Microsoft Office Suite, i.e. Word, PowerPoint, Excel and GroupWise, to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.
- Experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, tables and reports to Council and Committees.
- Ability to create content and maintain the unit's website and serve as the primary contact for inquiries that originate from the website.
- Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external agencies.
- Excellent organizational and time management skills, including attention-to-detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
- Strong analytical and problem solving skills with proven ability to handle sensitive issues.
- Ability to work independently and effectively with mínimal supervision, prioritizing work schedule, and complete assigned duties within timelines.
- Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
- Must be f

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