Job Description

• Job ID: 31667
• Job Category: Administrative

Division & Section: Seniors Services and Long Term Care, General Manager's Office and LTC Seniors Services and Community Programs * Work Location: 61 Front Street, Union Station, 3rd Floor

• Job Type & Duration: Permanent, Full-Time
• Salary: $61,861.80 - $72,672.60 Annually, TX0003, Wage Grade 4
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: Non-Union
• Number of Positions Open: 2

Posting Period: 18-Nov-2022 to 02-Dec-2022

Do you thrive in a challenging role in a fast-paced environment? If so, consider these exceptional permanent, full-time opportunities with Seniors Services and Long Term Care Division, one vacancy in the General Manager's Office and one vacancy in Seniors Services and Community Programs.

This Administrative Assistant 2 role will be responsible for providing a full range of administrative services at the senior management level. Your topnotch administrative skills will be relied upon daily to deliver effective support in one of the valued City services for seniors. Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the team.

Major Responsibilities:

• Performs varied administrative duties and clerical functions in connection with the operation of an organizational section to which they may be assigned. May provide work direction and training to assigned staff.
• Works collaboratively with other Administrative staff as a team and provides back-up support in each other's absence.
• Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
• Handles scheduling of appointments and ensures that the appropriate information is provided.
• Conducts background research, investigations and retrieves information on various issues.
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
• Liaises with and exchanges information with all levels of staff, elected officials and the public.
• 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.
• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
• Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
• 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.
• Assists with budget administration for the unit and with monitoring and tracking of section complement.
• Coordinates meetings, events and schedules. Takes/transcribes minutes as required.
• 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 relations matters), background, briefing notes. Formats Committee reports prior to signature.

Key Qualifications:

• Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
• Considerable experience in planning and organizing appointments, meetings, interviews, conferences and special events.
• Considerable experience in the preparation, drafting, editing and formatting of complex reports, correspondence, charts, tables and statements to Council and/or Committees.
• Considerable experience in taking minutes at meetings, required follow-up activities and handling confidential and complex documents and reports.
• Experience working with confidential materials/information for senior management.
• Highly proficient in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite (including but not limited to Word, PowerPoint, Excel, Visio and Outlook), to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.
• Must be flexible to work at various locations, flexible hours, and must be flexible to work long hours to meet operational needs in peak periods, including weekends and evening as required.
• Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external partners and agencies.
• Strong analytical and problem solving skills with proven ability to handle sensitive issues.
• Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
• Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
• Ability to research and gather information.
• Ability to develop and implement administrative work procedures and systems.
• Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
• Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
• Knowledge of, and the ability to handle municipal operations, Council proceedings, and current political issues.

Please note:

As a condition of employment with the Seniors Services and Long-Term Care Division, selected candidates will be required to provide a satisfactory Police Reference Check (PRC) with vulnerable sector screening, tuberculosis screening and proof of immunization in accordance with the Fixing Long-Term Care Act.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's . Candidates will be required to show proof of vaccination during the recruitment process.

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 .