Administrative Assistant 1

1 month ago

Toronto, Canada City of Toronto Full time

**Job ID**: 45224

**Job Category**:Administrative

**Division & Section**:Deputy City Manager IDS Office

**Work Location**:City Hall, 100 Queen St W, Toronto, M5H 2N1

**Job Type & Duration**:Full-time, Temporary Vacancy (Approximately 16 months)

**Salary**:$72,588 - $89,713 annually

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

**Affiliation**: Non-Union

**Number of Positions Open**: 1

**Posting Period**: 18-MAR-2024 to 02-APR-2024

**Major Responsibilities**:
- Your primary responsibilities as an Administrative Assistant 1 will focus on performing a variety of specialized administrative support to assist with the day-to-day management control, operations and coordination of complex projects and/or program related functions in the Office of the Deputy City Manager, specifically:
**Office Administration**
- Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, telephone calls and initiates responses.
- Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly.
- Coordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff as required.
- Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor’s office and Councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations and protocols.
- Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures.
- Applies and checks layout and formatting guidelines. Proofreads own and others material.
- Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
- Maintains strict confidentiality at all times.
- Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration.
- Prepares agendas, takes/transcribes minutes and follows-up on action required.
- Organizes and maintains up-to-date manuals such as Council and Corporate administrative policies and guidelines.
- Maintains continuous awareness of the City operations, administrative policies and procedures. Monitors administrative processes of the office to ensure adherence to relevant City policies and efficient operations.
- Coordinates the development and implementation of secretarial and administrative standards and procedures.
- Attends various meetings, events.
- Promotes and delivers excellent customer service.
- May handle special projects.

**Human Resources and Financial Management**
- Monitors, tracks and reports attendance.
- Checks and ensures the preparation of the recruitment and organizational change documents are in accordance with Corporate and service area policies.
- Maintains staffing and recruitment information and documentation.
- Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitration, letters of discipline, contingency planning, position termination, restructuring and downsizing initiatives.
- Assists in the co-ordination of service area labour disruption plans as required.
- Coordinates the submission of petty cash reimbursements, supplier payments and other administrative matters for the office.

**Communications and Issues Management**
- Responds to, and helps resolve, issues raised by staff, internal and external stakeholders, and the public.
- Receives Fraud and Waste, Ombudsman, Auditor General, Internal Audit and other matters on behalf of the DCM's Office and refers to the appropriate Division for Action. Monitors and tracks responses.
- Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, senior City staff and the public.
- Prepares and co-ordinates communications material within the service area, including newsletters, bulletins, notices and flyers.

**Council and Committee Agenda Management**
- Monitors all key reports required for committees and council and ensures deadlines are met.
- Annotates Council agendas and flags items that will impact on Division operations. Identifies issues and initiates responses.
- Maintains awareness of municipal matters while acting with discretion on all confidential matters.

**Reporting and Record-Keeping**
- Coordinate

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