ADMINISTRATIVE ASSISTANT TO DIRECTOR

Job ID: 36054

Job Category: Administrative

Division & Section: Social Development, Finance & Admin, Community Safety & Wellbeing

Work Location: City Hall, 100 Queen Street West

Job Type & Duration: Full-Time, Permanent Vacancy

Hourly Rate: $34.57 - $37.87

Shift Information: Monday to Friday, 35 hours per week

Affiliation: L79 Full-time

Number of Positions Open: 1

Posting Period: 25-Jul-2023 to 08-Aug-2023

Major Responsibilities:

Reporting to the Director Community Safety & Wellbeing, the Administrative Assistant performs a variety of administrative, secretarial and/or program related functions to support the Director and the team in the performance of senior management functions.

Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects.
Communicates with staff of the Mayor’s Office, Councillor’s Offices as well as staff in various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Director.
Maintains effective working relations with section/divisional management staff and officials outside of the section with whom the Director conducts regular business.
Identifies, screens/prioritizes issues and initiates responses on behalf of the Director.
Prepares and composes documents, summaries and reports.
Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities.
Locates/extracts and consolidates information required in reports and correspondence.
Undertakes research/analysis and prepares reports on the various issues/findings.
Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate.
Manages the Director’s schedule; e.g. arranges business travel including conference registration, accommodations, schedules interviews, general meetings.
Prepares/processes documents and handles issues of a confidential/sensitive nature.
Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Director on followed-up action items.
Ensures that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
Identifies items for the Director that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director.
Monitors and reviews committee and council agendas, flagging items of section/divisional impact and identifies these issues and initiates responses.
Follows up on Decisions of Council to ensure recommendations are adhered to
Provides follow-up to assignments given to management staff; provides status reports to the Director.
Assists in the preparation of briefs, presentation/meeting materials.
Coordinates special events, workshops; coordinates meetings and schedules, and adjusts workplan to meet unscheduled events; organizes/coordinates and attends staff meetings.

Provides work direction, training and guidance and acts as a resource to support/clerical staff.
Handles enquiries regarding operational policies/practices, general public and stakeholder enquiries/concerns and deals with FOI requests in accordance with the City’s FOI protocols.
Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABC's, the public, and private institutions that have regular contact with Director.
Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.
Makes recommendation of new/modified administrative functions and their implementation.
Assist in budget information compilation of data for forecasting and co-ordination between sections/units.
Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring Director’s signature.
Maintains records related to budget administration.
Reviews accuracy of expense claims for business travel including conference registration, accommodation and cash advances.
Organizes and maintains policy and procedure manuals.
Operates computers utilizing and manipulating a variety of software packages.
Handles enquiries regarding operational policies/practices, general public and stakeholder enquiries/concerns.
Maintains various staffing records, such as attendance register, establishment lists, requests for staff, and individual employee files, on behalf of Director.
Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors

Key Qualifications:

Your application must describe your qualifications as they relate to:

Extensive experience providing administrative assistance to senior management handling a broad range of administrative matters and standard office practices including but not limited to letters, memos, e-mails, scheduling meetings, etc.

Extensive experience utilizing a variety of software packages, e.g. SAP, Word, Access, PowerPoint, Outlook, Excel, and database management.

Experience in preparing complex reports, correspondence, charts, tables, and documents for Council and senior management staff.

Experience taking minutes at meetings and handling confidential documents and reports.

Experience with filing systems and the management of large volumes of information both hard copy and electronic.

You must also have:

Excellent organizational and time management skills, with a strong attention to detail, as well as the ability to set priorities, meet deadlines and deal with competing priorities and work demands.
Excellent communication skills to deal effectively, both verbally and in writing, with the Mayor and Council, media, senior government officials, and all levels of staff, and external agencies and organizations.
Ability to draft correspondence and memoranda.
Strong analytical and problem solving skills combined with the ability to perform duties under minimal supervision using sound judgement and discretion with confidential materials and information.
Ability to provide work direction to other support staff.
Ability to gather, analyze and consolidate information from various sources in a timely fashion.
Must possess an ability to be resourceful and adaptable with a high degree of initiative.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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.

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