Administrative Assistant 2

**Job ID**: 54046

**Job Category**:Administrative

**Division & Sections**:Technology Services, Office of the Chief Technology Officer, Enterprise Services & Operations and Technology Standardization Delivery

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

**Job Type & Duration**:Full-Time, 3 Temporary (12 months) Vacancy

**Salary**:$63,419.00 - $80,823.00

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

**Affiliation**: Non-Union

**Number of Positions Open**: 3

**Posting Period**: 10-Oct-2025 to 24-Oct-2025

Currently, as per the City's Remote Work Policy - Hybrid Work, this position is expected to work a minimum of two (2) to three (3) days per week in Office. Set days may change due to business requirements including in-person meetings schedules, Council, Committee, or changes to the City's Remote Work Policy - Hybrid Work.

**Job Summary**:
Reporting to various Deputy Chief Technology Officers and/or Directors in the Technology Services Division, the Administrative Assistant 2 performs varied administrative duties and program support functions.

**Major Responsibilities**:
**Organizational & Coordination Skills**:

- Performs varied administrative duties and clerical functions in connection with the operation of the Technology Services Divisions. May provide work direction and training to assigned staff.
- Handles scheduling of appointments for the Deputy, Chief Technology Officer and/or Directors and ensures that the appropriate information is provided.
- Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
- Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
- Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature by the Deputy, Chief Technology Officer and/or Directors.
- Assists with budget administration and the management of the sections Procurement Card expenses

**Customer Service Orientation**:

- Conducts background research, investigations and retrieves information on various issues.
- Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response on behalf of the Deputy, Chief Technology Officer and/or Directors.
- Responds 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.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- Monitors and controls the workflow of the Technology Services Division, ensuring adherence to relevant policies.
- Liaises and exchanges information with all levels of staff, elected officials and the public.

**Communication**:

- 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 for the Deputy, Chief Technology Officer and/or Directors.
- Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
- 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, briefing notes. Formats Committee reports prior to signature.

**Key Qualifications**:

- Post-secondary education in Business Administration or a similar related discipline, or the approved equivalent combination of education and/or experience.
- Experience utilizing Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook); SAP (SuccessFactors); and ServiceNow.
- Experience working with and preparing, complex reports, correspondence, and documents for management.
- Experience taking minutes and handling confidential materials/information.
- Experience with electronic filing systems, records retention policies & practices.
- Excellent organizational and time management skills including attention to detail, ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands.
- Strong analytical and problem-solving skills in combination with the ability to handle sensitive issues using strong political acumen.
- Ability to research and compile data in a timely fashion.
- Ability to provide work direction to other support staff.
- Excellent verbal & written communication skills. Ability to work both independently and in a team environment to coordinate work assignments.

**Equity, Diversity and Inclusion**

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclu