Support Assistant B
City of Toronto
Toronto, ON
Performs varied administrative tasks involving the preparation, distribution, research, inputting, summary and reconciliation of data regarding Committee agendas and Council reports.
Prepares and processes documents/statistical summaries/reports, e.g. Committee and Council reports, speakers list, mailing lists, etc. Assesses and analyzes data. Drafts correspondence, including Committee transmittal letters. Prepares extracts of decisions and minutes.
Responsible for drafting notices of meetings and for sending notices, including statutory public meeting notices.
Records information in the Bylaw Status Register in accordance with established procedures for describing bylaws and association reference documents.
Provides one-stop customer service for public access to the City's legislative process and for other City Clerk’s Office services at the civic centres– including the issuance of marriage licences, access to the assessment roll, the processing of liquor licence clearances, and the processing of burial permits.
Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions.
Operates office equipment and computers using a variety of software packages, using advanced formatting functions, macros and multiple fonts in Microsoft Word. Prepares presentation material. Uses Adobe Acrobat to prepare documents with detailed layout and formatting.
Maintains and uses a complex record/retrieval system.
Responds to e-mails, telephone and in-person inquiries from Members of Council, senior staff, the public, agencies and other levels of government, utilizing in-depth knowledge of procedures, regulations, criteria and Committee and Council decision making processes.
Reviews, accepts or rejects material/applications from the public and staff, ensuring all criteria have been met.
Coordinates meetings, events and schedules.
Assists at Municipal Elections and other municipal functions within the purview of the City Clerk’s Office.
Attends meetings and assists the Committee Administrator in the meeting management process.

Key Qualifications:
Your application must describe your qualifications as they relate to:

Clerical/administrative experience including, preparing reports, correspondence and memoranda for Council, Committee, Boards and/or senior management staff.
Experience using Microsoft Office Suite (i.e. Microsoft Word, PowerPoint, Excel) and email.
Experience creating and formatting documents, reports, charts, spreadsheets and presentations.
Experience in a customer service environment responding to enquiries by phone, email and in-person, specifically dealing with City and elected officials, staff, media and the public.

You must also have:
Knowledge of City by-laws and by-law processes.
Knowledge of the functions, procedures and practices of the City Clerk’s Office, City Council and its Committees.
Understanding of Municipal operations, legislation, departmental and political issues.
Excellent customer service and interpersonal skills and the ability to deal effectively with all levels of staff, Members of Council and the public.
Ability to plan and organize appointments, meetings, interviews, and conferences.
Excellent verbal and written communication skills and the ability to compose correspondence and memoranda.
Ability to carry out instructions in a timely manner with minimal supervision.
Ability to exercise independent judgement and discretion in dealing with confidential operational matters.
Strong keyboarding and proof-reading skills with an emphasis on attention to detail and accuracy.
Strong organizational and multi-tasking skills and the ability to meet deadlines and assess priorities.
Good analytical and problem solving skills.
Ability to use software packages relevant to supporting the Division’s core requirements, such as the City’s Integrated Business Management System (IBMS) the Toronto Meeting Management Information System (TMMIS) and the Registry Services Tracking System (RSTS). General familiarity with database applications.
Ability to work overtime as required.

Additional Information:
Various Locations: City Hall, Scarborough Civic Centre and North York Civic Centre

Equity, Diversity and Inclusion:
The City of Toronto is committed to fostering an inclusive, accessible environment where all employees and members of the public feel valued, respected and supported. We are dedicated to building a workforce that reflects the diversity of the public and the communities in which we live and serve.

Accommodation:
If you are an individual who requires accommodation to apply to this position, due to disability under the Ontario Human Rights Code, please email us at accommodationforapplication@toronto.ca, quoting job ID #2330510 and the job title. The City is committed to providing Code-protected accommodation throughout its hiring process Please visit Hiring Policies and Statements for further details.