Administrative Assistant 2

2 months ago

Toronto, Canada City of Toronto Full time

**Job ID**: 46815

**Job Category**:Administrative

**Division & Section**:Technology Services, Technology Services Delivery

**Work Location**:Metro Hall, 55 John St

**Job Type & Duration**:Temporary, Full-Time,12 month vacancy

**Salary**:$ 62,637- $ 77,715

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

**Affiliation**: Non-Union

**Number of Positions Open**: 1

**Posting Period**: 03-May-2023 to 17-May-2024

The Administrative Assistant is responsible for day to day operations for the Deputy Chief Technology Officer (DCTO). Technology Services Delivery. A proactive problem solver and point of contact that anticipates DCTO operational assignments to ensure a seamless delivery and liaison between DCTO and stakeholders to support DCTO in performance delivery and alignment and tracking of various administrative work streams.

**Major Responsibilities**:

- Performs varied specific, measurable, achievable, realistic and timely administrativeduties and clerical functions in connection with the operation of an organizational unit.May provide work direction and training to assigned staff.
- Proactively prepares schedule of weekly and monthly activities to accelerate and improvedelivery of executive commitments.
- Utilizes strong administrative customer service skills, over the phone, in person and withclients.
- Utilizes administrative acumen to understand and action priority and sensitive materialthat requires executive action.
- Exercises caution and discretion with labour relations, personnel and other confidentialinformation. Types correspondence including that of a confidential nature, such asdisciplinary letters.
- Handles scheduling of appointments and ensures that the appropriate information isprovided.
- Conducts background research, investigations and retrieves information on variousissues.
- Screens, reviews and prioritizes incoming mail, processes correspondence, and initiatesresponse.
- Ensures that the tracking and following up of requests is maintained and deadlines aremet.
- 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 thepublic.
- Prepares and processes various documents/statistical summaries/reports requiring theassessment and analysis of data. Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
- Checks work for accuracy and conformity with regulations, policies and procedures andcorrects/resolves outstanding/incorrect items prior to signature.
- Coordinates and maintains a complex record/retrieval system. Maintains supplies andinventories.
- Responds to enquiries and complaints from senior staff, the public, agencies, and otherlevels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc.and records detailed messages.
- Assists with budget administration for the unit. Administers petty cash.
- Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
- Maintains continuous awareness of municipal matters, departmental administrativesystems and procedures, organization structures in the division, and major activities inorder to provide effective administrative assistance.
- Prepares and organizes Council materials (including confidential and employment/labourrelation matters),

**Key Qualifications**:

- Considerable experience in the performance of operational and administrative support dutiesto senior management, handling a broad range of administrative matters, office practices andprocedures.
- Considerable experience planning, scheduling, and organizing appointments, meetings,interviews, conferences, and events, and taking minutes and action items at meetings, withfollow-up activities.
- Considerable experience using a variety of software packages including advanced knowledgeof Microsoft Office Suite, i.e. Word, PowerPoint, Excel, and Outlook, and Visio.
- Considerable experience in the preparation and drafting of standard correspondence andreports, editing the layout and formatting of complex reports, correspondence, charts, tablesand statements to Council and Committee.
- Ability to conduct research in technology trends and new developments.
- Highly developed customer service and interpersonal skills with the ability to communicateeffectively at all organizational levels, including the political level, the members of the publicand external contact.
- Knowledge of vendor and contract administration including familiarity working with contractorsis considered an asset
- Demonstrated knowledge of, and the ability to handle, municipal operations, policies andprocedures, and current political issues that may include but is not limited to councilproceedings, corporate protocols, established Committees functions; both internal and specialinterest groups and current political issues.
- Excellent organizational and time management skills, including

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