Administrative Assistant (8160) Jobs

JOB INFORMATION

Requisition ID: 8160

Number of Vacancies: 1

Department: Renewable Energy Programs (20001213) - Head & Staff - Renewable Energy Programs (30000556)

Salary Information: $70,725.20 - $88,415.60

Pay Scale Group: 7SA

Employment Type: Temporary until September 30, 2024

Weekly Hours: 35 Off Days: Saturday and Sunday Shift: Day

Posted On: August 10, 2023

Last Day to Apply: August 10, 2023

Reports to: Head, Renewable Energy Programs

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 administrative and secretarial support to the Head of Renewable Energy Programs and provides efficient and effective administrative and office support services for the Department. The role may carry out or coordinate special assignments and tasks as directed and provides guidance and direction to departmental staff regarding administrative functions, office procedures and corporate policies.

Key Job Functions

• Monitor, track and maintain information/data/records/files, following up, and updating as required.
• Provide administrative and office support, and perform a variety of administrative duties related to assigned work.
• Coordinate, prepare correspondence, and/or communicate verbally with others to ensure accurate and timely communication of information; handles confidential and sensitive information on a regular basis.
• Plan and co-ordinate the daily activities/calendar for the Head of Renewable Energy Programs' office,
• Liaise with Group/Department staff, other Groups/Departments, and/or external organizations concerning matters regarding assigned work.
• Demonstrates behaviours 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.
• Act as the telecommunications and IT rep for the Department.
• Coordinate and/or provide training to staff, including arranging for training and providing guidance relative to the resolution of problems.
• Provide guidance, expertise and advice, and make recommendations for improvement regarding areas related to assigned work.
• Assist and/or prepare the department's administrative operating budget, capital budget, other budgets and/or cost estimates as required for the department and may monitor expenditures.
• Prepare and/or assist in the preparation of documents, presentations, and reports, and distribute to the appropriate parties in accordance with established standards.
• Participate and assist with special projects and activities as directed.
• Maintain all employee files.
• Act as the Parking Coordinator for the Department.
• Provide meeting support for various meetings for the Department.

Skills

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

Education and Experience

• Several years of progressively senior experience in an office administrative capacity.
• Completion of a college diploma or university degree in a related discipline or combination of education, training and experience deemed to be equivalent.

Additional Requirements

• Knowledge of business administration concepts and practices combined with a sound knowledge of modern office methods, procedures, practices and equipment.
• Proficient in the use of a personal computer and software applications and computer capacity relevant to the work (i.e. Word, Excel, Power Point, Access, SharePoint, SAP), and excellent keyboarding skills.
• Have the ability to handle several responsibilities at once, under minimal supervision and the ability to work in a team environment.
• Must possess sound judgement; excellent organizational, interpersonal, oral and written communication skills (grammar, punctuation and spelling).
• Good knowledge of research methodology and techniques.

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.