Support Assistant B

5 months ago

Toronto, Canada City of Toronto Full time

**Job ID**: 45259

**Job Category**:Administrative

**Division & Section**:Toronto Water, Customer Care Services

**Work Location**:275 Merton Street, Toronto, ON M4S 1A7

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

**Hourly Rate and Wage Grade**:$33.34 - $36.55,** **TF005, wage grade 8

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

**Affiliation**: L79 Full-time

**Number of Positions Open**: 3

**Posting Period**:
**Major Responsibilities**:

- Performs varied administrative tasks involving the preparation of correspondence, research, reconciliation of data and assistance with all aspects related to the administration of service programs.
- Assesses and analyzes data. Prepares and processes documents, statistical summaries and reports.
- Prepares manuals, reports, statistical letters, memoranda, minutes, and other documents in accordance with City standards. Applies and checks layout and formatting guidelines; proofreads own and other's material.
- Coordinates and maintains records/retrieval system or various records/databases using computerized management systems. Develops and updates mailing lists, manual and computerized filing systems, and inventory systems.
- Maintains office supply inventories, liaises with internal/external vendors and suppliers.
- Coordinates meetings, events, and schedules. Takes/transcribes meeting minutes.
- Prepares/processes documents and handles issues of a confidential/sensitive nature with appropriate discretion.
- Responsible for tracking and reporting attendance and vacation request for the unit.
- Performs research on internet and intranet (e.g. 311 Knowledge Base, Toronto Water website) as required to respond to inquiries.

**Key Qualifications**:

- Considerable clerical/administrative experience performing tasks such as preparing correspondence, coordinating and organizing data and information, records management, and handling customer inquiries in person, by telephone and in writing.
- Considerable experience creating and formatting documents, reports, charts, spreadsheets and presentations.
- Considerable experience in providing customer service to various stakeholders including City staff, utility companies/contractors and residential and commercial customers.

**You must also have**:

- Ability to utilize other software packages relevant to supporting the division’s core requirements and able to utilize internet to research effectively. (i.e., TWAG, Hansen, Google Maps).
- Excellent communication skills, both orally and in writing and ability to compose detailed correspondence, letters and memos.
- Excellent interpersonal skills with the ability to meet with and deal effectively with all levels of staff, utility companies/contractors, consultants and the public tactfully and courteously.
- Good organizational, analytical, problem solving and multi-tasking skills with the ability to set priorities in a fast-paced environment to meet tight, sometimes conflicting, deadlines.
- Ability to exercise independent judgement and discretion in dealing with confidential operational matters.
- Ability to perform detailed, complex calculations.
- Experience with payment management is an asset.
- Ability to plan and organize appointments, meetings, interviews, conferences etc.
- Familiarity with programs and services in the Toronto Water Division.
- Understanding of municipal operations, council proceedings, enforcement, legislation, divisional and political issues as they relate to Toronto Water.
- Working knowledge of City Bylaws pertaining to unit and unit objectives.
- Work effectively with employees in team-oriented environment.
- Speed and accuracy in data entry functions.
- Post-secondary education or diploma in Business Administration or related discipline from a recognized institution, or equivalent combination of education or experience is an asset.

**Notes**
- Applicants are required to demonstrate in their resume that their qualifications match those specified in the job posting. Additional information submitted after the job posting closing date will not be accepted.
- Assessment may include an interview, written and/or practical test. Location of assessment to be determined.
- If selected for a temporary position, permanent Local 79 employees will retain their permanent status. At the end of the temporary assignment, Local 79 employees will return to their permanent base job classification.
- If selected for a temporary position, temporary and part-time employees will be reassigned to this temporary position.
- Work location reflects what is known at the time of posting.
- An employee's reporting relationship and/or work location may change due to operational reasons and in accordance with their Collective Agreement.
- Information on preparing for City job competitions is available on the Job Opportunities website.

**Equity, Diversity and Inclusion**

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclus

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