Job Description

• Job ID: 39517
• Job Category: Administrative
• Division & Section: Social Development, Finance & Admin, SDF&A SocDevFin&Admin
• Work Location: East York Civic Center
• Job Type & Duration: 1 Permanent vacancy
• Salary: $62,480.00 - $75,087.00
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Qualified List will be established to fill permanent or temporary positions.
• Number of Positions Open: 1
• Posting Period: 21 -Sep-2023 to 05-Oct-2023

Job Summary:

The Administrative Assistant is responsible for day-to-day operations of the Business Support unit in the Social Development, Finance & Administration division. A proactive problem solver and point of contact that ensures seamless delivery and liaison between the Business Support unit and stakeholders, supporting performance delivery and tracking of various administrative work streams.

Major Responsiblities:

• Provides executive level administrative support in the day-to-day Business Support unit operations and related support to other units within the Division as required.
• Provides support to the AA1, Office of the Executive Director and performs back-up duties in their absence.
• Works as a team member with the Business Support Unit to effectively coordinate administrative duties and provides direction as required.
• Exercises caution and discretion with labour relations, personnel and other confidential information.
• Prepares and processes documents of a confidential nature.
• Handles scheduling of appointments and ensures appropriate information is provided to the Executive Director in advance.
• Coordinates meetings (including WebEx virtual meetings) in consultation with senior staff from the Executive Director\'s office.
• Prepares agendas, takes/transcribes minutes and takes follow-up action when necessary.
• Coordinates the computer inventory for all net new hires and acts as the central point of contact for all Technology Services policies and practices.
• Coordinates all Adobe annual licence renewals and is the point of contact for all Adobe licence policies and procedures.
• Understands the Purchasing policies, Ariba platform & RPGS system to effectively purchase for the Executive Director\'s Office.
• Prepares professional presentation material utilizing detailed layout and formatting.
• Drafts correspondence, composes and types letters and memoranda and routes emails to appropriate staff.
• Screens, checks work and financial signing documents for accuracy and conformity with divisional policies and procedures and resolves outstanding items prior to the Executive Director\'s signature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems.
• Assists with the handling of general inquiries, complaints and requests from all levels of staff, other government agencies, media, elected officials or members of the public and resolves customer service issues.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Coordinates with Information Management Lead to maintain an efficient and effective record/retrieval system for the office in accordance with the Corporate Record Management guidelines.
• Processes payments, maintains accurate accounting records.
• Orders and maintains an inventory of office supplies and equipment for the Director\'s Office.
• Provides support in handing special projects as required.

Key Qualifications: * Considerable experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, ad-hoc IT troubleshooting and resolution, and triaging responses to emails from members of the public, Council and senior leadership.

• Extensive experience utilizing a variety of software packages including Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook), purchasing platforms (i.e Ariba & RPGS), and CIMPL.
• Experience working with and preparing, complex reports, correspondence and documents for Council/Committee and senior management staff.
• Considerable experience taking minutes and handling confidential materials/information for senior level management.
• Experience with electronic filing systems, records retention policies & practices.

You must also have: * 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 inclusiveness that reflects the diverse residents that we serve. Learn more about the City\'s commitment to .

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. . Learn more about the City\'s .

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