OPERATIONS SUPPORT OFFICER

OPERATIONS SUPPORT OFFICER (Ceremonial Documents), STRATEGIC PROTOCOL AND EXTERNAL RELATIONS

Amendment #1 Date: 05/11/2025 12:14 PM

Amendment #2

11/14/2025

- Job ID: 58602

- Job Category: Administrative

- Division & Section: City Clerk's, City Clerk's Strat Protocol & Ext Rel

- Work Location: City Hall, 100 Queen St. W, Toronto, ON, M5H 2N2, option for hybrid work.

- Job Type & Duration: 2 Full-Time, Temporary (12 Months) Vacancies.

- Shift Information: Monday to Friday, 35 hours per week, evening and weekend work required for events.

- Affiliation: Non-Union

- Number of Positions Open: 2

- Posting Period: 12-Nov-2025 to 28-Nov-2025
Note: Events can take place through the city of Toronto.

Job Duties

Reporting to the Manager, Partnerships & Community Relations, the successful candidate will work with Toronto’s diverse communities and community organizations, the diplomatic community and elected officials to produce ceremonial documents as part of the successful delivery of the City of Toronto’s Ceremonial Documents program.

The successful candidate will have experience working in a fast paced, dynamic work environment with considerable experience research, writing and editing all of which will be used to produce various documents on behalf of the Mayor and Toronto City Council and the City of Toronto.

Major Responsibilities:

- Writes and edits ceremonial documents and official correspondence on behalf of the Mayor and members of Toronto City Council and the City of Toronto.

- Conducts extensive research and analysis into assigned areas to support the delivery of the ceremonial documents program; including working with confidential information related to policy, and producing related reports, ensuring that such research considers developments within the field, corporate policies and practices, legislation, initiatives by all orders of government and the geo-political landscape.

- Implements detailed plans and recommends policies/procedures regarding program specific requirements.

- Supports research and data as it relates to Commemorative Days and Observances as observed by all orders of government.

- Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.

- Ensures timely and effective production of all required program reports, statements, and maintenance of appropriate records.

- Leads assigned projects related to operational support activities within the division, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.

- Coordinates and provides support on activities related implementation of policies/programs.

- Coordinates the preparation of Proposals, (RF, RFQ, RFI), the evaluation process, and vendor performance reviews. Liaises with Purchasing & Materials Management and Legal during procurement for selected divisional contracts such as standing offers.

- Identifies, analyzes, rationalizes, and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.

- Edits and updates respective websites as required; writing copy and website upkeep according to City of Toronto standards.

- Makes recommendations to senior divisional management regarding service optimization and business process simplifications that could result in alternate service delivery/contracting out, resource allocation.

- Prepares strategies, work plans, project documents, proposals, council reports and presentations.

- Prepares, organizes, and presents business cases, proposals, solutions, statistical reports and project documents and statements to various audiences.

- Assists in the development and maintenance of standards and specifications for program and operational systems for the Division.

- Liaises with other Divisions, internal, and external partners.

- Develops and maintains templates for statistics, data collection and divisional forms.

- Reviews system of internal control and checks work, inventory, supplies, and storage.

- Leads and/or participates in user acceptance testing of new or enhanced systems.

- Recommends, implements, and practices security, privacy, and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of confidential corporate and application data and information inputs and outputs

- Provides project support as required for all protocol functions and programs as required.

- Prepares strategies, work plans, briefing notes, requests for proposals, budgets, council reports, data analysis and presentations.

- Liaises with other divisions, departments, residents, elected officials, internal stakeholders, and external partners and other orders of government.

- Prepares Letters for diplomats based on standards with correct protocol and reflective of current developments and protocol

- Performs other related duties, as assigned.

Key Qualifications:

- Post-secondary education in a discipline pertinent to the job function, combined with relevant experience or equivalent combination of education and experience.

- Considerable experience with written communications; preferably in the area of community affairs, government relations, and/or public relations

- Excellent interpersonal skills, with experience working with a diverse range of stakeholders including elected officials, senior officials, community representatives and members of the public.

- Demonstrated understanding of the City’s commitments towards reconciliation with Indigenous communities and equity deserving groups (i.e. Black, racialized and 2SLGBTQ+ communities)

- Strong problem solving, multi-tasking & organizational skills with an ability to manage multiple priorities within tight time constraints.

- Experience in project co-ordination addressing a range of operational issues in a customer service environment.

- Experience in researching, developing/writing reports, and preparing correspondence for the consideration of senior management and external stakeholders.

- Experience managing a high volume of information and interactions in a dynamic operation.

- Strong attention to detail and thoroughness

- Experience with budget preparation and tracking for respective projects.

- Excellent verbal and written communication skills with the ability to communicate clearly and effectively to a variety of audiences.

- Demonstrated ability to work independently and cooperatively and use discretion when managing sensitive information.

- Demonstrated ability to organize and manage document systems and spreadsheets, including reviewing, compiling, analyzing, and reporting information.

- Proficiency in the use of current office and workplace technology and other computer applications relevant to the position, such as JIRA, Microsoft Excel, Word, PowerPoint, Outlook, SAP, Adobe, and web-based collaboration tools

- Knowledge of relevant corporate and external bylaws, policies, guidelines, and procedures, such as AODA, Human Rights Code, and Occupational Health and Safety Act.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity .

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