Job Category: Administrative
Division & Section: Fleet Services, Fleet Svcs Maintenance Operations
Work Location: 843 Eastern Avenue, Toronto
Job Type & Duration: Full-time, Permanent Vacancy
Salary: $61,243.00 - $71,944.60
Shift Information: Monday to Friday, 35 Hours Per Week
Number of Positions Open: 1
Posting Period: 28-Apr-2021 to 12-May-2021
The City of Toronto's Fleet Services Division (FSD) provides a full range of fleet management services for City Divisions and Agencies. We direct the management of the City’s fleet including the acquisition, maintenance and disposal of assets; along with the City’s industry leading Green Fleet Plan and fuel management infrastructure. The City of Toronto has the largest municipal fleet in Canada and one of the most complex Fleets in North America.
As Administrative Assistant 2, you will be reporting directly to the Senior Management Team (SMT), Fleet Services, working in a high volume, time sensitive work environment, drafting correspondence, editing reports, creating professional and polished presentations, proactively and effectively managing SMT calendars by prioritizing, appropriately delegating and tracking requests for follow-up. You will be required to assimilate high volumes of information, determine appropriate action, represent the office of the General Manager's Senior Management Team, by providing excellent customer service to various stakeholders, and thereby ensure the smooth operation of the Office of the General Manager (GM).
Specifically, this role:
Provides senior level administrative support on key initiatives and policies. Screens, reviews and prioritizes incoming correspondence, phone calls, and initiates responses. Prioritizes issues/items for action and decision making in connection with the operation of the organizational unit.
Manages and schedules daily appointments, events and business-related activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from staff and elected officials.
Prepares and processes various confidential documents/statistical summaries/reports requiring the assessment and analysis of data and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices.
Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials on various software, including PowerPoint.
Manages special projects, as assigned.
Coordinates meetings, special events, schedules, workshops, grievances, labour management meetings, food services, printing of conference materials, registration, takes/transcribes minutes and follows up taking action when necessary.
Required to be knowledgeable of divisional operations. Maintains a continuous awareness of corporate and divisional administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.
Drafts correspondence, composes letters, and memoranda, and routes or answers correspondence, including documents and subject matter of a confidential nature.
Exercises caution and discretion with labour relations, personnel and other confidential information.
Effectively handles inquiries, complaints and requests from all levels of staff, other government agencies, and media, elected officials or members of the public and resolves customer service issues.
Screens, checks work and financial signing documents for accuracy and conformity with regulations, Corporate policies and procedures and corrects/resolves outstanding/incorrect items prior to Senior Management, the General Manager’s and/or Deputy City Manager's signature.
Coordinates responses for the General Manager, Fleet Services on Fleet programs and general requests and ensures that the tracking and following up of requests is maintained and deadlines are met.
Monitors all key reports required for Committees and Council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations.
Prepares and organizes Committee and Council materials, including confidential and employment/labour relation matters, background, briefing notes. Formats Committee reports prior to signature.
Supports the coordination of divisional contingency plans.
Coordinates and maintains an efficient and effective record/retrieval system for the General Manager’s office.
Assists with budget administration for the unit. Processes payments, and maintains accurate accounting records.
Other duties as required to support the General Manager, Senior Management and Division.
Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
Extensive experience in the use of a variety of software packages including advanced knowledge of Visio and Microsoft Office Suite (such as Word, PowerPoint, Excel and Outlook), to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.
Considerable experience conducting research, gathering information, drafting, editing and the formatting of complex reports, correspondence, charts, tables and statements for senior management, Council and Committees.
Considerable experience taking minutes at meetings and handling required follow up activities.
Experience working with sensitive materials/information for senior management and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
Experience in developing and implementing administrative work procedures and systems.
Experience in planning and organizing appointments, meetings, interviews, conferences and special events.
Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external partners and agencies.
Excellent organizational and time management skills, including attention to details, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
Strong analytical and problem solving skills with the ability to manage interruptions, demonstrate initiative and assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
Demonstrated knowledge of, and the ability to handle municipal operations, Council proceedings, and current political issues.
Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
Must be flexible to work long hours in peak periods and be able to work flexible hours.
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.
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.