Job Category: Administrative
Division & Section: Office of the Toronto Lobbyist Registrar
Work Location: 375 University Avenue, Suite 201
Job Type & Duration: Full-time, Permanent
Salary: $76,694.80 - $90,126.40, TX0001, WG5.5
Shift Information: Monday to Friday, 35 hours per week
Number of Positions Open: 1
Posting Period: 23-SEP-2021 to 01-OCT-2021
Join the Office of the Toronto Lobbyist Registrar (TLR) to provide critical support directly to the Lobbyist Registrar. In this permanent, full time role, we will rely on your effective organizational skills, as you perform full day-to-day administrative duties in our accountability office.
As an Executive Assistant to Lobbyist Registrar (Registrar), you will function with minimal supervision with the high degree of independence, tact, initiative, discretion and resourcefulness.
Provides senior level administrative support, advice and guidance to the Registrar and the senior level management team on key departmental and corporate initiatives, policies and procedures.
Anticipates and initiates appropriate action on incoming issues. Reviews and directs incoming correspondence, and initiates responses.
Ensures timely dissemination of all incoming information to appropriate divisions for information and action. Monitors progress of required actions on behalf of the Registrar. Co-ordinates outgoing responses as required.
Manages the Registrar’s schedule and arranges interviews, business travel and meetings including telephone conferencing with external contacts. Organizes the daily schedule and prioritizes urgent requests from the Mayor’s office, City councillors, - division heads, other senior City officials and senior officials of other jurisdictions.
Coordinates daily administrative operation of the office by organizing workload priorities. Provides administrative direction to other support staff by effectively organizing and distributing information to the rest of the TLR whether it is a project, request for information or report requirements. May supervise or provide work direction and training to support clerical services.
Prepares and processes correspondence (including that of a confidential nature such as investigation notes regarding disciplinary action, budget submissions, grievances, letters of discipline, strike contingency planning), reports, statistical statements, presentations and minutes.
Monitors all key TLR reports required for committees and Council and ensures deadlines are met for signature, approval, tabling and briefing. Reviews and analyzes Council and standing committee agendas and reports identifying/flagging items that will impact on the TLR’s operations and initiates necessary action and follow-up to respond to these items.
Handles and responds to inquiries and requests from all levels of staff, other government agencies, elected officials, the media and members of the public regarding operating policies and practices of the TLR.
Handles and performs customer service functions such as investigating, analyzing, resolving problems and diffusing contentious situations associated with clients/customers of the department which include the Mayor’s office, councillors’ offices, community agencies and the general public.
Maintains effective working relations on a daily basis with the Mayor’s office staff, City councillors and their staff, senior City officials and their staff and other Accountability Offices.
Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.
Ensures all documents, including correspondence, reports, purchase orders and all financial authorization forms submitted for the department head’s signature are in conformance with signing authorities, complete, in the correct format, and have the necessary prerequisite authorizations/sign off completed.
Maintains records and compiles reports in accordance with corporate operating procedures. Compiles special reports from available records and by researching information from other areas.
Project manages, facilitates and expedites a range of time sensitive tasks on the Registrar’s behalf.
Performs highly independent, specialized administrative tasks including preparation, research, investigation, review, reconciliation and co-ordination of various documentation and processes.
Extensive experience providing administrative support to Senior Executive, senior management, handling a broad range of administrative matters, standard office practices and procedures.
Extensive experience in coordination and scheduling meetings, taking minutes at meetings with follow-up activities.
Extensive experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, correspondence, charts, tables and statements.
Knowledge of municipal operations that may include (but is not limited to) Council proceedings.
Digital proficiency in utilizing a variety of software packages, including Microsoft Word, Excel, PowerPoint, Outlook, Infinity and aptitude for learning new technology/systems.
Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, deal with conflicting priorities and work demands.
Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision.
Ability to work independently, in a politically sensitive environment, using sound judgement.
Ability to research and prepare information in a timely manner.
Highly developed customer service and interpersonal skills, tact, diplomacy and discretion with an ability to deal effectively with all levels of staff and the public.
Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's Mandatory Vaccination Policy.
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.