Administrative Assistant 2

2 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**:45552

**Job Category**: Administrative

**Division & Section**: Toronto Water, General Manager's Office, Strategic Planning Workforce Development

**Work Location**: Metro Hall, 55 John St, Toronto, Ontario, M5V 3C6

**Job Type & Duration**: Permanent, Full-Time

**Salary**: $62,480.00 - $75,087.00 Annually

**Shift Information**: 35 hours per week

**Affiliation**: Non-Union

**Number of Positions** **Open**: 1

**Posting Period**: 18-MAR-2024 to 26-MAR-2024

Reporting to the Supervisor Operational Support, in Strategic Planning Workforce Development Unit, (Administrative Assistant Program) the Administrative Assistant 2 performs varied administrative duties and program support functions for the General Manager, Toronto Water and provides administrative support to assigned Toronto Water Director(s). Provides support to the Administrative Assistant 1 in the General Manager's Office including back-up duties in his/her absence. May be required to work at various work locations across the City.

**Major Responsibilities**:

- Performs varied administrative duties and clerical functions in connection with the operation of an organizational section to which they may be assigned.
- Provides administrative support to various divisional programs through the processing of documents, monitoring various mailboxes, following up with staff for updates, updating databases related to recruitment, complement management, attendance management, FOI, budget and other as required.
- Performs complement management activities including preparing and submitting various requisition forms, letters, maintaining databases, preparing reports, uploading to Corporate Systems, and assisting with onboarding.
- Checks own work and others’ work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
- Take proactive steps to ensure the efficient operation of all the offices including performing cross-functional responsibilities to support operational needs.
- May provide work direction and train assigned staff.
- Provides support to Administrative Assistant 1 in the General Manager's Office and performs back-up duties in his/her absence. Works collaboratively with other Administrative Assistant 2s as a team and provides back-up support in each other's absence.
- Exercises caution and discretion with labour relations, personnel, and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
- Handles scheduling of appointments, resolves conflicts, ensures appropriate information is provided, flags and follows up on action items.
- Conducts background research, investigations 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.
- 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.
- Coordinates meetings, events and schedules. Takes/transcribes 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 and employment/labour relations matters), background, briefing notes. Formats Committee reports prior to signature.

**Key Qualifications**:

- Post-secondary education in a related field (i.e. Executive Assistant, Business Administration, Human Resources or an equivalent combination of education and experience.
- Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
- Considerable experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite (including but not limited to Word, PowerPoint, Excel, and Outlook), to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data and the abil

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