Coordinator, Secretariat Services (7696) Jobs

JOB INFORMATION

Requisition ID: 7696

Number of Vacancies: 1

Department: Legal (20000045) - Commission Services (30000494)

Salary Information: $88,306.40 - $110,401.20

Pay Scale Group: 9SA

Employment Type: Regular

Weekly Hours: 35, Off Days: Saturday/Sunday Shift: Days

Posted On: May 31, 2023

Last Day to Apply: June 15, 2023

Reports to: Director - Commission Services

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

Reporting to the Director - Commission Services, this position supports the Director in the role of TTC procedural expert in the management of TTC Board matters. Specifically, this position provides advice on procedural matters, such as Board governance processes, procedures and requirements in compliance with the City of Toronto Act, TTC By-law to Govern TTC Board Proceedings, corporate policies and procedures, and supports all Board, Committee and subsidiary-company meetings. This position directly supervises activities of the Administrator - Secretariat Services.

Key Job Functions

• Coordinate deputations.
• Liaise with staff, other departments, and/or external organizations concerning matters regarding assigned work.
• Provide direction and supervisory oversight to direct reports, including assigning and reviewing work; ensuring proper training of the staff; providing direction/guidance in the resolution of work problems; evaluating employee performance; and making recommendations regarding training, personal development, salary increases and related matters.
• Provide instruction and guidance as required, and/or coordinate training for staff and assist as required.
• Promotes a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Provides leadership in the development and implementation of inclusive and accessible policies, programs and/or services for employees and customers 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.
• Manage meetings of the TTC Board, Committees and subsidiary companies.
• Manage/oversee and/or prepare agendas, minutes, reports, decisions, presentations and other documents, and distribute to the appropriate parties in accordance with established standards.
• Perform a variety administrative duties related to one's assigned work and the work of the section/department.
• Manage/oversee, maintain section/department system(s), and/or input and maintain information in the system related to one's assigned work.
• Provide information/assistance to TTC employees, municipalities and the public regarding TTC Board and Committee agendas, reports and minutes.

Skills

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

Education and Experience

• Completion of Municipal Administration Program through Association of Municipal Clerks, Treasurers of Ontario (AMCTO) or willingness to complete.
• Thorough understanding of TTC corporate meeting processes and procedures.
• Sound knowledge of parliamentary procedures, by-law and policy interpretation.
• Completion of a university degree or college diploma in a related discipline (i.e. Law, Political Science, Public Administration, Business Administration), or a combination of education, training, and experience deemed to be equivalent.
• Sound judgement; attention to detail.
• Working knowledge of computers and work-related software applications (Microsoft Outlook, Word, Excel, Adobe Professional, etc.).
• Strong organizational and time management skills.
• Sound knowledge and understanding of business administration concepts and practices as well as protocols, policies, procedures and practices relevant to corporate meetings.
• Excellent written and oral communication and interpersonal skills.
• 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.
• Must have or rapidly acquire a thorough knowledge of the TTC/Group/Department organizational structure and functions, policies and procedures applicable to the work performed.
• Knowledge of research methods and techniques.
• Sound knowledge of the City of Toronto Act and provincial/federal legislative requirements, as it relates to meetings of the TTC Board.
• Demonstrated ability to supervise, motivate and train staff.

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.