Major Responsibilities:
The Administrative Assistant to the Deputy Chief performs a variety of administrative and secretarial duties to support the Deputy Chief and the management team in the performance of senior management functions.
The primary functions associated with this position include but are not limited to:
- Performs specialized and senior level administrative tasks: including preparation, investigation, research, review and overseeing of projects.
- Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Deputy Chief.
- Identifies, screens issues and initiates responses on behalf of the Deputy Chief in a professional and appropriate manner.
- Prepares and composes documents, summaries, and reports.
- Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Deputy Chief on follow up action items.
- Coordinates special events, workshops; coordinates meetings and schedules, and adjusts work plan to meet unscheduled events; organizes/coordinates and attends Management Team Meetings and Commander Meetings.
- Locates/extracts and consolidates information required in reports and correspondence. Undertakes research/analysis and prepares reports on the various issues/findings.
- Prepares/processes documents and handles issues of a confidential/sensitive nature
- Assists in compilation of Budget information for forecasting and coordination between sections/units. Monitors/maintains, purchasing records, invoices and items requiring Deputy Chief's signature.
- Opens, reviews and distributes all mail (including e-mail) and other material of a confidential nature with the appropriate discretion.
- Provides back-up information, recommended action, where required, to correspondence requiring the Deputy Chief's attention.
- Initiates responses on matters not requiring the personal attention of the Deputy Chief.
- Reviews and proofreads outgoing documents from the Deputy Chief's unit for content, spelling, grammar, attachments, etc. and maintains a follow-up system.
- Handles enquiries regarding operational policies and practices.
- Provides work direction, training and guidance and acts as a resource to support/clerical staff.
- Reviews correspondence and contract documents for accuracy and conformity to policies.
- Organizes and maintains Director's filing system.
- Acts as section liaison on behalf of the Deputy Chief, as required, when dealing with Councillors and Division Heads.
- Prepares and edits reports, spreadsheets, templates, charts, tables and graphs using various software packages, compiling information and data with attention to format and composition.
- Assists in the preparation of briefing notes, presentation/meeting materials.
- Develops and maintains linkages and contacts with staff, the public and private institutions that have regular contact with Deputy Chief.
- Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.
- Ensures that section reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
- Identifies items for the Deputy Chief that have potential impact on day-to-day operations, compiles background information on agenda items to ensure information is readily available to Deputy Chief.
- Makes recommendations of new/modified administrative functions and their implementation.
- 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 Deputy Chief.
- Organizes and maintains policy and procedure manuals.
- Operates computers utilizing and manipulating a variety of software packages.
- Reviews, prioritizes, distributes and/or responds to Deputy Chief's mail, e-mails and enquiries as appropriate.
- Arranges business travel, including conference registration, accommodation and cash advances. Reviews accuracy of expense claims.
- Prepares and maintains various staffing records, such as attendance register, requests for staff, organizational structure changes, etc., and individual employee files, on behalf of the Deputy Chief.
- 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 performing secretarial and administrative support duties to management staff at a senior level, some of which must relate specifically to the actual duties and responsibilities.
- Extensive experience utilizing a variety of software packages, e.g. Microsoft Office Suite (Word, Excel, Access, & PowerPoint), and Outlook.
- Extensive experience in taking minutes at meetings and related follow up activities.
- Extensive experience in the creation, preparation and formatting of complex reports.
- Experience with filing systems, database management systems and the management of large volumes of information both hard copy and electronic.
You must also have:
- Excellent organizational and time management skills, including attention to details, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
- Ability to exercise independent judgement and discretion in dealing with confidential matters and staff matters such as discipline, performance reviews and salary increments.
- Excellent communication skills to deal effectively, both orally and in writing, with the City Council, media, senior government officials, and all levels of staff, and external agencies and organizations.
- Excellent planning and organizational skills with regard to arranging appointments, meetings, interviews, conferences and special events.
- Ability to provide support to a variety of Committees and management meetings including taking minutes and follow up.
- Knowledge of City and Divisional policies and procedures, municipal government operations, Council and Standing Committee proceedings, divisional and political issues.
- Strong analytical and problem solving skills, in combination with the ability to work independently and perform duties under minimal supervision.
- Ability to provide work direction to clerical and administrative staff, including training and orientation.
- Ability to research and compile data in a timely fashion.
Communication: Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.
Accommodation: The City of Toronto is committed to fostering a positive and progressive workforce reflecting the citizens we serve. We provide equitable treatment and accommodation to ensure barrier-free employment in accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto's Accommodation Policy. You can request for accommodation related to the protected grounds at any stage of the City's hiring process, i.e., application, assessment and placement.
If you are an individual with a disability and you need accommodation in applying for this position, please email us at applaccomodation@toronto.ca, quoting the job ID # and the job classification title. If you are invited to participate in the assessment process, we ask that you provide your accommodation needs in advance at that time. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.
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