Administrative Assistant 2

1 month ago

Toronto, Canada City of Toronto Full time

**Job ID**: 34627

**Job Category**:Administrative

**Division & Section**:Solid Waste Management Services, Policy, Planning & Outreach / Collections & Litre Operations

**Work Location**:City Hall 25th Floor; Ellesmere Yard, 2000 Midland Ave, Building A, Toronto

**Job Type & Duration**:Full-time, 1 Permanent and 1 Temporary (12 months) Vacancies

**Salary**:$62,480 - $75,087

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

**Affiliation**: Non-Union

**Number of Positions Open**: 2

**Posting Period**: 27-Feb-2023 to 13-Mar-2023

Position Summary:
**Reporting to the Director, Policy Planning & Outreach (PPO) or Collection and Litter Operations (CLO) Sections of the Solid Waste Management Services Division, the Administrative Assistant will support the Director and the day-to-day operations of the section.**

Major Responsibilities:

- Provides administrative support in the day-to-day operations of the division and provides related support to other units within the division
- Assists with developing, processing and tracking staffing requisitions.
- Prepares agendas, takes/transcribes minutes and follows-up taking action when necessary and handles confidential and complex documents and reports.
- Exercises caution and discretion with labour relations, personnel and other confidential information.
- Types correspondence including that of a confidential nature.
- Handles scheduling of appointments and ensures that the appropriate information is provided.
- Conducts background research, investigations and retrieves information on various issues.
- Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- 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 the public.
- Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
- Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
- Reviews Council reports, briefing notes, contracts and purchase order amendments for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
- Prepares presentation material utilizing detailed layout and formatting.
- Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
- Responds verbally and in writing 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.
- Assists with budget administration for the unit.
- Coordinates meetings, events and schedules.
- Ensures that all sectional assets lists such as those for computers and phone equipment is maintained through coordinating regular reviews and updates with managers
- Maintains the section’s staff directory
- 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.
- Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, and briefing notes. formats Committee reports prior to signature

Key Qualifications:

- Considerable experience in the performance of secretarial and administrative support duties handling a broad range of administrative matters, standard office practices and procedures
- Considerable experience reviewing and creating documents, letters, briefing notes and other material, as required with a keen attention to detail and consistency.
- Experience working with confidential materials/information for senior management and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
- Experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite, i.e. Word, PowerPoint, Excel and Outlook, to prepare correspondence, presentations, charts and other data representations, and the ability to identify and improve standard administrative practices and procedures.
- Experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, tables and reports to Council and Committees.
- Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external agencies.
- Excellent organizational and time management skills, including attention to detail,

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