Project Administrative Secretary

4 weeks ago

Toronto, Canada Toronto Transit Commission Full time

**JOB INFORMATION**
**Requisition ID**: 9407
**Number of Vacancies**: 1
**Department**: Major Projects (20000062) - Major Projects/Project Management 2 (30000503)
**Salary Information**: $63,299.60 - $79,060.80
**Pay Scale Group**: 6SA
**Employment Type**: Regular
**Weekly Hours**: 35 **Off Days**: Saturday and Sunday **Shift**: Day
**Posted On**: April 23, 2024
**Last Day to Apply**: April 29, 2024
**Reports to**:Senior Project Manager

The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."

**Career Opportunity**:

- The incumbent provides effective and efficient administrative, secretarial and clerical support to the department/section. The role may also provide back up support to other departmental administrative staff when needed (e.g., during periods of absence).**What You Will Do**:

- Plan and coordinate the day-to-day activities of the department/section.
- Prepare and/or assist in the preparation of documents, presentations, and reports for use by the department/section, and distribute to the appropriate parties in accordance with established standards.
- Prepare and/or assist with the preparation of correspondence and communication materials on behalf of the department/section, review and edit for accuracy, grammar, format, etc., and distribute as required.
- Liaise with other colleagues/support staff concerning routine administrative matters as well as other departments, and external parties under the direction of department staff.
- Compile and process data, verifying correctness, accuracy and consistency of information following established procedures and within timelines.
- Monitor and track information/data/records, following up, and updating as required.
- Prepare and maintain complete and current project files using the designated document control system (i.e SharePoint).
- Retrieve and compile correspondence and/or data relating to specific projects/issues for use by the Project Manager and other senior personnel.
- Maintain a follow-up and action system for issues requiring responses to letters/memos and other requests by staff.
- Act as recording secretary for Project related meetings, as required.
- Record, profile and sort incoming/external correspondence, submittals and faxes using document control system.
- Provide instruction and guidance as required, coordinate training for department/section staff and assist as required.
- Provide back up support and/or other support functions to the department/section.
- Participate and assist with special projects and activities as directed.
- Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.

**What Skills Do You Bring?**:

- Communicate in a variety of mediums- Maintain documentation and historical records- Plan and organize activities / projects to meet section and organizational goals- **What Qualifications Do You Bring?**:

- Completion of a post-secondary college diploma or university degree in a related discipline or combination of education, training and experience deemed to be equivalent.
- Experience acquired in a project management environment involving large construction projects is an asset.
- Sound knowledge of administrative concepts and practices.
- Proficient in the use of current computer software packages applicable to work performed, including word processing, spreadsheets, graphic presentations, databases, etc (i.e. Microsoft Office, SharePoint).
- Must be capable of producing high volume, quality work, meeting required deadlines and have the ability to handle several responsibilities, under mínimal supervision, in a dynamic demanding environment.
- Provide direct administrative support to the Senior Project Manager and/or Project Manager, as well as administrative support to the Project team.
- Track critical project documents through approval stages and set up and maintain files using the designated document control system.
- Demonstrated ability to work in a team environment, under mínimal supervision.
- Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibi

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