Job ID: 48719
Job Category: Administrative
Division & Section: Corporate Real Estate Management, FM Project Management Office
Work Location: METRO HALL, 55 John Street
Job Type & Duration: Full-time, Temporary (12 month) vacancy
Salary: $62,635-$77,715
Shift Information: Monday to Friday, 35 hours per week per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 11-SEP-2024 to 20-SEP-2024
Are you a detail-oriented, seasoned administrative professional with solid experience supporting a professional team? If so, consider this exciting opportunity providing administrative support to the Project Management & Delivery Team in the Corporate Real Estate Management Division.
Comprised of a team of diverse and dynamic project directors, project managers and support team, the City of Toronto's Project Management & Delivery Office are working on projects and programs that help build a better City. We are recruiting for an Administrative Assistant 2 person that will support the team at 55 John Street with in-person and remote working (Hybrid).
Major Responsibilities:
As the Administrative Assistant 2, you will be supporting a team of project management professionals, working in a high volume, time sensitive work environment. Core functions include proactively and effectively managing and coordinating calendars, prioritizing and tracking requests for follow-up, drafting correspondence, reports, and presentations and communicating in a professional manner. You will be required to assimilate high volumes of information, determine appropriate action, and represent the team by providing excellent customer service to various stakeholders.
Specifically, this role:
- Manages and schedules daily meetings, events and business-related activities; Organizes the daily schedule around urgent requests from staff across the unit and Division.
- Prepares and processes various confidential documents/statistical summaries/reports requiring the assessment and analysis of data, in support of business process reviews, program and service delivery changes, Auditor General Report Management, fraud action mitigation, etc.
- Drafts correspondence, composes letters and memoranda and routes or answers correspondence, including documents of a confidential nature.
- Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
- 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, media, elected officials or members of the public and resolves customer service issues.
- Coordinates meetings, special events, schedules, workshops, grievances, labour- management meetings, food services, printing of conference materials, registration, etc.
- Prepares agendas, takes/transcribes minutes and follows-up taking action when necessary.
- Screens, checks work and financial signing documents for accuracy and conformity with policies and processes, and corrects/resolves outstanding/incorrect items prior to submitting for senior management approval.
- Coordinates responses for the Business Management unit on Divisional and Corporate level programs, ensuring the tracking and following up of requests and that 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 Council materials, including confidential and employment/labour relation matters, background, briefing notes. Formats Committee reports prior to signature.
- Coordinates, provides recommendations and maintains an efficient and effective record/retrieval system for the organizational unit.
- Assists with budget administration for the unit. Processes payments, maintains accurate accounting records and petty cash.
- Orders, maintains and acts as the Divisional lead related to the inventory of office supplies and equipment.
- Provides back up/support to other administrative staff within the Division as required
Key Qualifications:
- Considerable 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.
- Considerable Experience in the use of a variety of software packages including advanced knowledge of 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.
- Experience conducting research, gathering information, drafting, editing and the formatting of complex reports, correspondence, charts, tables and statements for senior management, Council and Committees, or equivalent.
- 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.
- 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.
- 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.
- 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.
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. Learn more about the City’s Hiring Policies and Accommodation Process.
