Support Assistant A

2 months ago

Toronto, Canada City of Toronto Full time

**Job ID**: 37429

**Job Category**:Administrative

**Division & Section**:Toronto Water, TW Water Treatment & Supply

**Work Location**:2701 Queen St. East, Toronto

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

**Hourly Rate and Wage Grade**: $36.47 - $39.95 hourly

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

**Affiliation**: L79 Full-time

**Number of Positions Open**: 1

**Posting Period**: 13-Jul-2023 to 27-Jul-2023

**Major Responsibilities**:

- Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and coordination of various documentation and processes including the bidding processes, and analyzing requests for information required
- Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation
- Ensures service delivery of the unit and monitors/controls unit work standards. Reviews processes/work for accuracy, prior to authorizing
- Assists with administration of recruitment and complement management
- Identifies and recommends modifications and oversees implementation of changes and assists with operational programs/functions
- Administers, prepares, processes and composes documents, statistical summaries and reports
- Interprets and applies regulations and practices. Prepares calculations pertaining to operating budgets and actual. Compiles data for use in forecasting and budgeting
- Provides information and guidance to divisional staff, Councillors, the public, agencies, other levels of government etc., orally or in writing
- Provides work direction, coordination, training and guidance to assigned staff
- Operates computers utilizing and manipulating a variety of software packages. Prepares and/or presents presentation materials
- Coordinates and/or attends multiple staff meetings as an active participant, taking and distributing meeting minutes in a timely manner
- Maintains facility records related to budget administration, purchase orders and data entry materials
- Investigates and analyzes problems associated with accounts, purchasing etc., and takes corrective action
- Administers Time and Attendance system
- Participates with the Facility Management Team to monitor and review administrative procedures with the view to effecting improvements, where necessary
- Utilizes customer service skills to effectively respond to Water Supply inquiries and service requests by phone or in writing
- Represents the unit on various committees which may include organizing, scheduling meetings / visits and recording / maintaining data
- Maintains, labels and updates data
- Coordinates / schedules ergonomic assessments and data
- Supports the attendance management program by tracking vacation, sick time, and overtime in SAP and extracting reports from corporate Document Direct Software
- Maintains an awareness of and adheres to current related government legislation such as the Occupational Health and Safety, Safe Drinking Water Act, etc.

**Key Qualification**:

- Extensive administrative/clerical experience at a senior level with experience related to the actual major responsibilities of the position.
- Extensive experience with a variety of software packages including Microsoft Office Suite (i.e. Word, Excel); and various database systems software such as SAP Financial and Payroll Systems, Outlook, Content Server, FPARS and Enterprise Learning Initiative (ELI) or equivalent.
- Experience formatting complex reports including reviewing, compiling, analyzing and reporting
- Experience in development of budgets and providing administrative support with complement management

**You must also**
**have**:

- Good knowledge of corporate, departmental regulations and relevant corporate and divisional policies, procedures and guidelines as they relate to actual job duties.
- Working knowledge of WMS & PAIRS, including preparation of correspondence, formatting of reports and presentation of material extracted from WMS & PAIRS is an asset.
- Ability to exercise independent judgement and discretion in dealing with confidential operational matters and management staff.
- Ability to prioritize work schedules, handle multiple projects and complete assigned duties within deadlines.
- Highly developed interpersonal skills with the ability to communicate effectively, both orally and in writing and maintain effective working relationships with all levels of staff and the public.
- Advanced knowledge of financial and internal controls.
- Ability to work independently in a customer service focused environment. Must be regularly able to report to various locations throughout the city. Must be able to work in an industrial setting, including construction sites.
- Familiarity with related government legislation such as the Occupational Health and Safety, Safe Drinking Water Act, etc.
- Knowledge of human resources policies and procedures i.e. alternate rates, terminations, increments

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