Job Description

JOB INFORMATION
Requisition ID: 7851
Number of Vacancies: Two (2)
Department: Construction (20000208) - Project Management (30000258)
Salary Information: $63,299.60 - $79,060.80
Pay Scale Group: 6SA
Employment Type: One (1) permanent and One (1) temporary up to approximately Dec 12/23
Weekly Hours: 35 Off Days: Saturday and Sunday Shift: Day
Posted On: June 12, 2023
Last Day to Apply: June 19, 2023
Reports to: Senior Project Manager

The Toronto Transit Commission (TTC) is North America\'s third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC\'s vision is to be a transit system that makes Toronto proud. The TTC\'s recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."

General Accountability

Provides effective and efficient administrative, secretarial and clerical support to the department/section. The role also provides back up support to other departmental administrative staff when needed (e.g., during periods of absence).

Key Job Functions

• Plan and coordinate the day-to-day activities of the department/section.
• Prepare and/or assist in the preparation of documents, presentations, and reports for use by the department/section, and distribute to the appropriate parties in accordance with established standards.
• Prepare and/or assist with the preparation of general and confidential correspondence and communication materials on behalf of the department/section, review and edit for accuracy, grammar, format, etc., and distribute as required.
• Liaise with other colleagues/support staff concerning routine administrative matters as well as other departments, and external parties under the direction of department staff.
• Compile and process data, verifying correctness, accuracy and consistency of information following established procedures and within timelines.
• Monitor and track information/data/records, following up, and updating as required.
• Prepare and maintain complete and current project files using the designated document control system (i.e SharePoint).
• Retrieve and compile correspondence and/or data relating to specific projects/issues for use by the Director-Engineering Management and/or Project Managers.
• Maintain a follow-up and action system for issues requiring responses to letters/memos and other requests by staff.
• Act as recording secretary for Project related meetings, as required.
• Record, profile and sort incoming/external correspondence, submittals and faxes using document control system.
• Provide instruction and guidance as required, coordinate training for department/section staff and assist as required.
• Provide back up support and/or other support functions to the department/section.
• Participate and assist with special projects and activities as directed.
• Demonstrates behaviors that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC\'s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC\'s policies.
• Candidate will be required to participate in the TTC Customer Service Ambassador Program.

Skills

• Communicate in a variety of mediums
• Maintain documentation and historical records
• Plan and organize activities / projects to meet section and organizational goals
• Use office technology, software and applications
• Understand and apply administrative policies, processes, and procedures

Education and Experience

• Completion of a post-secondary college diploma or university degree in a related discipline or combination of education, training and experience deemed to be equivalent.
• Experience acquired in a project management environment involving large construction projects is an asset.
• Sound knowledge of administrative concepts and practices.
• Proficient in the use of current computer software packages applicable to work performed, including word processing, spreadsheets, graphic presentations, databases, etc (i.e. Microsoft Office, SharePoint).
• Must be capable of producing high volume, quality work, meeting required deadlines and have the ability to handle several responsibilities, under minimal supervision, in a dynamic demanding environment.

Additional Requirements

• Provide direct administrative support to the Senior Project Manager and/or Project Manager, as well as administrative support to the Project team.
• Track critical project documents through approval stages and set up and maintain files using the designated document control system.
• Demonstrated ability to work in a team environment, under minimal supervision.
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQ(IA+) community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at (416) 393-4570. Any information received related to an accommodation will be addressed confidentially.

The TTC\'s policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

We thank all applicants for their interest but advise only those selected for an interview will be contacted.

Toronto Transit Commission