administrative assistant 2

Job ID: 56910

Job Category: Administrative

Division & Section: Fleet Services & Toronto Ferry Operations

Work Location: Jack Layton Ferry Terminal, 9 Queens Quay W

Job Type & Duration: Full Time, Permanent Vacancy

Salary: $63,419- $80,823

Shift Information: Monday to Friday 7:30 am to 3:30 pm. This is NOT a hybrid position. Toronto Ferries operate 18 hour per day 7 day per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 16-Oct-2025 to 23-Oct-2025

The City of Toronto's Fleet Services Division (FSD) is responsible for the Toronto Island Ferry Operations. This includes the operation of the 4 passenger ferries as well as the shore operations at the Jack Layton Ferry Terminal and the island ferry docks.

Major Responsibilities:

Organizational & Coordination Skills:

• Performs varied administrative duties and clerical functions in connection with the operation of the Ferry Services section. May provide work direction and training to assigned staff.
• Handles scheduling of appointments for the Director, Ferry Operations 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 Director Ferry Operations.
• Assists with budget administration for the unit. Administers petty cash.

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 Director Ferry Operations.
• 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 Ferry Operation 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 Director, Ferry Operations.
• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
• 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:

Your application for the role of Administrative Assistant 2 should describe your qualifications as they relate to:

• Post-secondary education in Project Management, Business Administration or a related discipline, or the approved equivalent combination of education and/or experience.

• Extensive Experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, and triaging responses to emails.

• Extensive experience utilizing Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook) and SAP (SuccessFactors).

• Extensive experience creating and working with complex reports using advanced Excel skills (pivot tables and V-look ups),

• Extensive experience preparing correspondence, briefing notes and reports for senior management and council members.

• 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.

Notes:

• Applicants are required to demonstrate in their resume that their qualifications match those specified in the job posting.

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.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City's Hiring Policies and Accommodation Process.