Administrative Assistant To Director

• Affiliation: L79 Full-time
• Shift Information: Monday to Friday, 35 hours per week
• Number of Positions Open: 2
• Job Category: Administrative
• Job ID: 38521
• Job Type & Duration: Full-Time, Permanent Vacancy
• Work Location: Various - See below
• Posting Period: 9-Jun-2023 to 23-Jun-2023
• Division & Section: Toronto Building, Various
• Hourly Rate and Wage Grade: $34.48 - $37.78, TF0352, Wage Grade 9

• Number of Positions Open and Work Locations Information:
• One (1) Permanent vacancy located at Etobicoke 2 Civic Centre Crt, Toronto, M9C 5A3
• One (1) Permanent vacancy located at City Hall, 100 Queen St W, Toronto, M5H 2N1

Job Summary:

Reporting to the Director and Deputy Chief Building Official, Toronto Building, the Administrative Assistant to Director performs a variety of administrative, clerical and/or program-related functions to support the Director and the team in the performance of senior management functions.

Major Responsibilities:

• Organizes and maintains Director's filing system.
• Assists the Asset Manager in ordering and overseeing the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.
• Organizes and maintains policy and procedure manuals. Operates computers utilizing and manipulating a variety of software packages.
• Assists in the preparation of briefs, presentation/meeting materials.
• Locates/extracts and consolidates information required in reports and correspondence.Undertakes research/analysis and prepares reports on the various issues/findings.
• Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities.
• Arranges business travel including conference registration, accommodation and cash advances. Reviews accuracy of expense claims.
• Reviews, prioritizes, distributes and/or responds to Directors mail and enquiries as appropriate.
• Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCDs, the public, and private institutions that have regular contact with Director.
• Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Director on followed-up action items. Coordinates special events, workshops; coordinates meetings and schedules, and adjusts workplan to meet unscheduled events; organizes/coordinates and attends quarterly Management Team Meetings and monthly Manager Meetings.
• Handles enquiries regarding operational policies/practices, general public and stakeholder enquiries/concerns and deals with FOI requests in accordance with the City's FOI protocols.
• Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects.
• Maintains records related to budget administration.
• Provides work direction, training and guidance and acts as a resource to support clerical staff.
• Identifies items for the Director that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director. Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses.
• Maintains an awareness of corporate/service area/divisional administrative systems, issues and initiatives.
• Prepares and composes documents, summaries and reports.
• Makes recommendation of new/modified administrative functions and their implementation.
• Follows up on Decisions of Council to ensure recommendations are adhered to.
• Maintains various staffing records, such as attendance register, establishment lists, requests for staff, EOCR's and individual employee files, on behalf of Director.
• Assist in Budget information compilation of data for forecasting and co-ordination between sections/units. Monitors/maintains purchasing records, invoices and items requiring Director's signature.
• Manages the Director's schedule; eg: arranges business travel including conference registration, accommodations, schedules interviews, general meetings.
• Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Director.
• Prepares/processes documents and handles issues of confidential/sensitive nature.
• Ensure that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
• Provides follow-up to assignments given to management staff; provides status reports to the Director.
• Identifies, screens/prioritizes issues and initiates responses on behalf of the Director.
• Acts as Divisional liaison when dealing with Councillors and Division Heads.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Extensive experience in providing administrative assistance to senior management handling a broad range of administrative matters.
2. Extensive experience and proficient in utilizing a variety of software packages, e.g. Microsoft Office Suite (Word, Excel, Access, PowerPoint, Outlook), SAP and database management.
3. Extensive Experience in preparing complex reports, correspondence and documents for Council and senior management staff.
4. Considerable Experience taking minutes at meetings and handling confidential documents and reports.
5. Considerable Experience with filing systems and the management of large volumes of information both hard copy and electronic.

You must also have:

• Ability to exercise independent judgement and discretion in dealing with confidential operational matters and staff matters.
• Ability to deal with Council proceedings, Divisional and city-wide issues, policies and procedures.
• Ability to provide work direction to other support staff.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.
• Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision.
• Familiarity with CSDC’s Amanda platform (IBMS) is an asset.
• Excellent interpersonal and communication skills to deal effectively, both orally and in writing, with the Mayor and Council, media, senior government officials, all levels of staff, and external agencies and organizations.
• 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 research and compile data in a timely fashion.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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.