ADMINISTRATIVE ASSISTANT 3
City of Toronto
Toronto, ON
Position ID: 1604

Job Category: Administrative

Division & Section: Fire Services, Fire Svcs Fire Prevention & Public Educ

Work Location: FIRE & PARAMDEIC HQ & EMS STATION 53, 4330 Dufferin Street

Job Type & Duration: Full-time, Temporary Vacancy, 6 Months

Salary: $57,239.00 - $67,267.20, TX0004, Wage Grade 3.5

Shift Information: M-F; 35 hrs work week

Affiliation: Non-Union

Qualified List: Will be established to fill permanent and temporary positions

Number of Positions Open: 1

Posting Period: 14-Nov-2019 to 28-Nov-2019

Major Responsibilities:
The Administrative Assistant 3 will report to the Division Chief, Fire and will provide a variety of administrative and program related duties.

Manages projects as assigned by the Division Chief
Prepares and processes a variety of documents including forms, statements, legal documents, insurance claims, statistical summaries and reports requiring the assessment and analysis of manual or computerized data, e.g. Staff Management System (SMS), expenditure reports, tax remittances, budget, etc.
Prepares and types correspondence, confidential documents such as disciplinary letters, promotional examinations, reports, manuals, advisories and other documents utilizing various software packages
Maintains and manages fire information databases
Exercises caution and discretion with labour relations, personnel, legal proceedings dealing with employment issues and other confidential information. Types confidential correspondence such a disciplinary letters, legal options relating to employment law, etc.
Organizes and assists in the preparation of grievances and arbitration documentation
Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Utilizes layout, formatting and keyboard skills
Opens, reviews and distributes incoming mail and follows up on responses
Maintains filing and retrieval systems for various records/documents. Ensures required documentation is distributed to appropriate personnel
Researches and provides information in response to inquiries/complaints and exchanges information with all levels of staff, elected officials, the public, government agencies or private companies and records detailed messages
Drafts routine correspondence
Coordinates meetings, appointments and interviews. Compiles material, prepares agenda and takes and transcribes minutes, as required
Assists with promotional competitions including briefs and presentation materials
Coordinates travel arrangements and completes expense documentation for conferences/seminars
Proof reads outgoing documents and correspondence and maintains follow up system
Assists with budget administration and maintains and processes accounts receivable for the organizational unit. May administer petty cash.
Assists section staff with administration of section programs and activities (e.g. preparing expense accounts)
Maintains supplies for the unit. Orders and checks the delivery of office equipment, supplies, publications, etc and maintains same
May provide work direction and training to clerical employees

Key Qualifications:
Considerable experience in the performance of secretarial and administrative support duties to management, handling a broad range of administrative matters, standard office practices and procedures.
Experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, tables and statements.
Experience in setting up meetings with all levels of staff, elected officials, other levels of government and the public and taking and transcribing minutes.
Highly developed customer service and interpersonal skills and proven ability to deal with people in difficult situations.
Ability to exercise independent judgement and discretion in dealing with confidential operational matters and with management staff.
Ability to work independently with a minimum supervision, prioritize work schedule, complete assigned duties with timelines, handle multiple projects and priorities and work in a team environment.
Good knowledge of municipal operations, Council proceedings, departmental and political issues.
Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.

A Qualified List of candidates will be established for the Administrative Assistant 3 position in the Fire Services Division and will be in effect for one year from the date the list is created. Qualified candidates on the list may be considered when filling future permanent and temporary vacancies in this position

Notes

Applicants are required to demonstrate in their application/resume that their qualifications match those specified in the job posting. Additional information submitted after the job posting closing date will not be accepted
If selected for a temporary position, employee's placement is conditional on the approval of his/her executive director/general manager or designate
Temporary and fixed-term part-time non-union employees will be reassigned to this position
In accordance with the City's Acting Assignment policy, if the posted non-union temporary position becomes permanent, it may not be reposted

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.

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.