Operations Support Officer

2 months ago

Toronto, Canada City of Toronto Full time

**Job ID**: 41945

**Job Category**:Administrative

**Division & Section**:City Clerk's, City Clerk's Secretariat

**Work Location**:City Hall, 100 Queen St W

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

**Salary**:$72,407-$89,713

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

**Affiliation**: Non-Union

**Number of Positions Open**: 1

**Posting Period**: 29-Jan-2024 to 12-Feb-2024

**Major Responsibilities**:

- Implements detailed plans and recommends policies/procedures regarding program specific requirements.
- Motivates and trains assigned counter staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
- Schedules, assigns and reviews work. Approves time and attendance. Monitors and evaluates staff performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.
- Provides project management support, coordination and leadership within the unit.
- Prepares strategies, work plans, briefing notes, requests for proposals, budgets, council reports and presentations. Prepares, organizes and presents business cases, proposals, solutions and budgets or similar formal documents and statements to various audiences, including stakeholders, elected officials, clients and the public.
- Assists in the development and maintenance of standards and specifications for program and operational systems for the unit.
- Liaises with other divisions, departments, residents, elected officials, internal stakeholders, and external partners and other orders of government.
- Provides technical and educational training and professional development requirements to staff, including the development of materials and resources.
- Develops and maintains unit templates for data collection.
- Reviews system of internal control and oversees internal supply ordering process.
- Develops comprehensive plans for the unit, including revenue projection and new program opportunities, forecasting and allocation of resources.
- Ensures compliance and effectively communicates changes in policies and procedures within the unit. Connects changes within the unit or the division to every day operations in unit. Mitigates related challenges.
- Attends and evaluates facilities at both service counters, wedding chamber locations, and other sites, as required. Prepares incident and accident reports. Resolves risk management and sensitive and potentially damaging liability issues.
- Ensures a safe work environment by establishing and enforcing safety standards and practices. Escalating issues of concern to Administrator.
- Supports and promotes the Access and Equity philosophy, vision and mission and divisional direction as it relates to People with Disabilities.
- Provides information and maintains a monitoring system for issue tracking such as labour relations, staff development and confidential data collection for People with Disabilities, and staff development.
- Coordinates and reviews survey data to review service based on an equity lens.
- Prepares Council and Committee reports, briefing notes, motions and other correspondence for the unit.
- Coordinates the claims submission process, ensuring claims are in good order when received.
- Coordinates the wedding chamber booking and refund process.
- Evaluates use of technology and works as part of project teams to ensure systems achieve intended goal
- Coordinates polling process and provides work direction to staff regarding all polls.
- Develops policies and procedures and makes accessible to staff through the Knowledgebase.
- Facilitating records management for Registry Service's core service lines - marriage licence issuance, burial permit issuance, death registration, commissioning, polling and the assessment roll.
- Daily review of Purchasing Card Industry (PCI) and financial compliance.
- Acts as a Supervisor under the definitions of the Occupational Health and Safety Act, and ensures that adequate training, safety equipment and safe work procedures are in place in order to develop a strong culture of Health and Safety and minimize any Health and Safety issues.
- Coordination with the Administrator on emergency operations, including the continuation of business services, the purchasing of protective equipment and the reporting out of services.

**Key Qualifications**:

- Post-secondary education in a discipline pertinent to the job function, combined with relevant experience or equivalent combination of education and experience.
- Experience in project co-ordination and applied experience addressing a range of technical and operational issues in a complex public service environment.
- Extensive experience accurately managing a high volume of information and complex customer service interactions
- Considerable experience in organizing and managing complex document systems and spreadsheets, including reviewing, compiling, anal

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