Administrative Assistant 2

2 weeks ago

Toronto, Canada City of Toronto Full time

**Job ID**: 21964

**Job Category**:Administrative

**Division & Section**:Toronto Public Health

**Work Location**:277 Victoria Street

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

**Salary**:$62,480 - $75,087, TX0003, Wage Grade 4

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

**Affiliation**: Non-Union

**Number of Positions Open**: 2

**Posting Period**:27-Jun-2023 to 12-Jul-2023

Are you ready for your next career move? Are you a detail-oriented, organized individual who thrives in a challenging role? If so, consider this permanent, full-time opportunity of an Administrative Assistant 2 where you can further develop your career path and gain insight into the City's Public Health division and overall organization

As the Administrative Assistant, you will be supporting the Public Health, Director. In this role, you will use your administrative skills to deliver top-quality service and contribute to a positive team environment which values equity and inclusive behaviours. You will perform a variety of administrative functions, and actively contribute to achieving the mission, goals and objectives of Toronto Public Health.

**Major Responsibilities**:
Reporting to a Public Health, Director your primary responsibilities as Administrative Assistant 2 will vary but will include:
**Office Administration**
- Monitors and controls the workflow of the Directorate, ensuring adherence to relevant policies.
- Handles scheduling of appointments and ensures that the appropriate information is provided.
- Conducts background research and investigations, and retrieves information on various issues.
- Coordinates meetings, events and schedules.
- Takes/transcribes minutes at meetings, events, etc., 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.
- Checks work for accuracy and conformity with regulations, policies and procedures, and corrects/resolves outstanding/incorrect items prior to signature.
- Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
- May provide work direction and training to assigned staff.

**Communications and Issues Management**
- Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
- Liaises and exchanges information with all levels of staff, elected officials and the public.
- Ensures that the tracking and following up of requests are maintained and deadlines are met.
- 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.
- Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
- Prepares presentation material utilizing appropriate layout and formatting.

**Human Resources and Financial Management**
- Exercises caution and discretion with confidential information (e.g labour relations)
- Prepares correspondence, including that of a confidential nature.
- Assists with budget administration for the Unit.

**Reporting and Record Keeping**
- Coordinates and maintains a complex record/retrieval system.
- Manages the procurement of supplies and maintains inventories.

**Council and Committee Agenda Management**
- Prepares and organizes Council materials (including confidential and employment/labour relations matters), background, and briefing notes.
- Formats Committee reports.

**Key Qualifications**:

- Considerable experience providing administrative support to senior leaders, handling a broad range of administrative matters, standard office practices and procedures.
- Considerable experience organizing and scheduling meetings, conferences and special events.
- Considerable experience in the preparation, drafting and editing of standard correspondence and reports, charts, tables and statements.
- Considerable experience utilizing a variety of software packages (e.g. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
- Ability to work independently and in a team, in a politically sensitive environment, using sound judgement.
- Ability to prioritize multiple tasks and manage interruptions, assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the organization.
- Ability to deliver excellent customer service at all levels, including internal and external partners and stakeholders.
- Ability to research and prepare information in a timely manner.
- Strong analytical and problem-solving skills.
- Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines, deal with conflicting priorities and work effectively with mínimal super

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