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Title : Administrative Assistant 3 - City of Toronto - Toronto, ON
link : Administrative Assistant 3 - City of Toronto - Toronto, ON

Administrative Assistant 3 - City of Toronto - Toronto, ON

Job Classification Title ADMINISTRATIVE ASSISTANT 3 Job ID # 2293652 X Division Fleet Services Section Fleet Safety & Compliance Work Location 843 EASTERN AVE. Job Stream Admin/Clerical/Customer Service Job Type Permanent, Full-Time Salary/Rate $55,837.60 - $65,611.00 / Year Hours of Work (bi-weekly) 70.00 Shift Information Monday to Friday; 35 Hours Per Week Affiliation Non-Union Number of Positions Open 1 Posting Date 13-Dec-2017 Closing Date 02-Jan-2018

Job Description

Major Responsibilities Reporting to the Manager, Fleet Safety & Compliance the primary functions associated with this position include, but are not limited to the following: Reviews and directs incoming correspondence, phone calls, and initiates responses. Prepares and processes a variety of documents including forms, statements, legal documents, insurance claims, statistical summaries and reports requiring the assessment and analysis of manual or computerized data, e.g. expenditure reports, Spreadsheets, M5 Vehicle maintenance tracking system, budget, etc. Prepares and types correspondence, confidential documents such as disciplinary letters, promotional examinations, reports, manuals, advisories and other documents utilizing various software packages. Exercises caution and discretion with labour relations, personnel, legal proceedings dealing with employment issues and other confidential information. Organizes and assists in the preparation of grievances and arbitration documentation. Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly. Maintains filing and retrieval systems for various records/documents. Ensures required documentation is distributed to appropriate personnel. Coordinates daily administrative operation by organizing workload priorities. Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action. Responds and helps resolve issues with concerned clients seeking redress. Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof reads own and others material. 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. Identifies issues and initiates responses. Coordinate and organize all City requests for Driver Training. Assess and ensure all current and potential City operators meet City and Legislated Requirements. Assist Departments to define their training needs. Assist HR with confirming eligibility and organizing testing sessions for new and re-hired employees. Assist Fleet Safety Consultants with program development. Conduct group/individual testing sessions. Development and maintenance of the Driver Training Computer System. Provide new staff with instruction on the Driver Training System. Provide new staff with information on our procedures and policies involved with working in the Fleet Safety environment. Analyze divisional training and city vehicles trends and statistics. Continued development of service delivery as the Corporation's needs are always changing. Prepare reports regarding testing and training. Assist with maintaining all computerized and hard copy files for the City's Operator Permit holders and assist with renewing City Permits. Coordinate the duties of other clerical staff. Work with Client Divisions, ensuring strong customer service levels are met. Troubleshoot Client needs as required. Assist Manager, Fleet Safety as required. Other duties as assigned. This job description will change as the position is refined. Key Qualifications: Considerable experience utilizing a variety of software packages that must include SAP and Microsoft Office (i.e. Word, Excel, and PowerPoint). Experience in preparing complex reports, mathematical and statistical analysis, correspondence and statements for senior management staff. 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. Highly developed customer service and interpersonal skills. Excellent communication skills, both orally and in writing, to effectively liaise with broad variety of stakeholders and deal with contentious issues and situations. Demonstrated ability to appropriately interact with staff at all levels, councillors, media and complainants. Experience in taking minutes and preparing agendas. Considerable knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols, committee functions is an asset. Must be resourceful, flexible, adaptable and possess a high degree of common sense and initiative. Ability to exercise independent judgement and discretion in dealing with confidential operational matters and with management staff. Ability to handle multiple projects and priorities and work in a team environment. Working knowledge of the Highway Traffic Act, C.V.O.R, Ministry of Transportation training procedures and requirements and be able to demonstrate a strong knowledge of the Fleet Safety Policy. Must be able to pass Criminal Record check to maintain access to Ministry records. Ability to provide information and assistance to all levels of the corporate and public sector in a timely manner. Should hold and maintain an Ontario Drivers Licence. 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 application.accommodation3@toronto.ca, quoting the job ID #2293652 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. Apply

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