Administrative Assistant, Transit

**Job Description**:
**JOB TITLE**:Administrative Assistant, Transit

**DEPARTMENT**:Transit

**POSTING NUMBER**:106402

**NUMBER OF POSITIONS**:1

**JOB STATUS & DURATION**:Temporary 9 months contract

**HOURS OF WORK**:35 hour workweek

**LOCATION**:Onsite, Brampton Transit Facility.

**SALARY GRADE**:2

**HIRING SALARY RANGE**:$58,307.00 - $65,596.00 per annum

**MAXIMUM OF SALARY RANGE**:$72,884.00 per annum

**JOB TYPE**:Management and Administration

**POSTING DATE**:October 15, 2024

**CLOSING DATE**:October 22, 2024

**AREA OF RESPONSIBILITY**:
Reporting to the Coordinator, Office Transit, this position is responsible for administrative, customer service systems support, payroll timekeeping activities and communication support for the Transit Department, to ensure functional efficiency and operational needs are achieved. Typically works under general direction.

**OPERATIONAL ACCOUNTABILITY - PAYROLL TIMEKEEPING**
- Support all Transit payroll timekeeping functions including ensuring that the payroll is completed accurately and submitted on time.
- Complete and authenticate data entry and timekeeping adjustments for Transit Non-Union, Maintenance and Operations staff and works closely with Payroll Services to ensure deliverables meet payroll deadlines.
- Assist in generating various payroll reports, ensuring conformance to the Collective Agreements and reconciliation requirements.
- Pro-actively identifies issues that have potential impact on Transit payroll and resolves or escalates, as appropriate.
- Ensure daily functions are performed according to City Policies and Collective Agreements.

**CUSTOMER SERVICE AND COMMUNICATION SUPPORT**
- Provide front-line assistance by serving walk-in customers and answering the office telephone line.
- Answer queries and prioritize requests from external customers and internal Transit customers.
- Administer the lost & found program; log and respond to customer enquiries in a timely manner, organize and maintain lost & found room, disperse items appropriately.
- Handle fare media sales involving cash and credit transactions, including Presto and ticket sales.
- Administer the senior transit pass program; verify documentation; issue pass; maintain records.
- Respond to internal Transit staff requests regarding procedural clarity, interpretation of Payroll practices and other general provisions of the Collective Agreements.
- Receive and direct incoming inquiries and escalates staff or office related concern to appropriate resource.
- Maintain database of internal and external customer enquiries, prioritize all requests and respond within acceptable timelines.
- Prepare and process standard correspondence, forms, statistical reporting, etc and track and run reports as required within established timelines.
- Organize meeting requests, attendance, or other related requests; book and arrange conference rooms, resources, travel arrangements, conference registration, accommodation, and refreshments as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.
- Take meeting minutes, prepare and distribute agenda and minutes of meetings by established timelines and ensure that all necessary files and information are available in support of a smooth and efficient meeting.

**RECORDS MANAGEMENT**
- Use automated logging and tracking databases to capture relevant information and ensure information that is captured meets all regulatory and City requirements.
- Maintain both hard copy and electronic files when necessary. Generates reports as required. Reconciles records and ensures payroll requirements are provided.
- Ensure the confidentiality and security of employee and department files.
- Assist with ensuring all audit requirements are met.

**ADMINISTRATIVE AND FINANCIAL SUPPORT**
- Provide backup administrative support that includes timekeeping, front office administrative assistance and front counter duties.
- Maintain up-to-date employee and payroll files, documentation and correspondence.
- Ensure necessary sign-offs and approvals meet audit requirements and confidentiality.
- Using knowledge and insights gained in working with internal staff and through access to information, identifies concerns and suggests ways to improve process or to resolve issues.
- Prepare purchase requisitions, process invoice payments and reconcile expense items.

**TEAMWORK AND COOPERATION**
- Contribute to a healthy team environment.
- Work well within diverse groups to support operational goals and objectives.
- May be requested to represent the payroll or administrative function at meetings or events.
- Demonstrate corporate values at all times.

**SELECTION CRITERIA**:
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**EDUCATION**:

- Post-secondary certificate or diploma in Business or Office Administration or equivalent experience.
- Working towards a payroll certificate would be an asset.

**REQUIRED EXPERIENCE**:

- Minimum two years payroll and/or administrative work experience, preferably