Please note: The salary reflects 2017 rates
To perform a variety of specialized administrative, secretarial and/or program related functions in the Office of the General Manager.
Responsibilities include:
- Provides senior level administrative support, advice and guidance on key initiatives and policies
- Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly.
- Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division.
- Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor’s office and Councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
- Receives and provides initial response including initial data collection related to telephone calls, email and correspondence from clients, general public and staff and refers for appropriate action.
- Responds and helps resolve complaints from divisional stakeholders and clients.
- Assists with the Preparation and processing of documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives.
- Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation for documents that require the General Manager's signature.
- Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines
- Assists with the monitoring of 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.
- Participates in the development of communication strategies and prepares and co-ordinates communications material within the division including newsletters, bulletins and flyers.
- Assists with labour disruption plans.
- Co-ordinates and maintains the General Manager's records management system.
- Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
- Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices.
- Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
- Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
- Attends various meetings, events, hearings, and acts as the unit representative when required.
- May review applications from the public and handle special projects.
- May co-ordinate meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
- Monitors tracks and reports time and attendance.
- Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.
Key Qualifications:
- Extensive experience providing administrative support to a Senior Executive handling a broad range of administrative matters, standard office practices and procedures relevant to actual duties of the position.
- Extensive experience in scheduling meetings, managing calendars and events, taking minutes at meetings and identifying items for follow-up.
- Extensive experience utilizing a variety of software packages including Microsoft Office Suite, Access and Outlook.
- Considerable experience working with confidential materials and information for senior management staff.
- Excellent organizational and time management skills, including attention to detail, with the ability to set priorities, meet deadlines and deal with conflicting priorities in a high volume environment.
- Excellent communication skills, both orally and in writing.
- Highly developed customer service and interpersonal skills and the ability to appropriately interact with staff at all levels, councillors, media, and members of the public and external agencies.
- Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, charts, and tables to senior management staff, Committees and Council.
- Strong analytical and problem solving skills in combination with the ability to perform duties under minimal supervision.
- Ability to gather, analyze and consolidate information from various sources in a timely fashion.
- Considerable knowledge of municipal operations that may include but is not limited to council proceedings, Committee functions, corporate protocols, Freedom of Information requests internal and special interest groups and current political issues.
- Ability to work beyond normal business hours and weekends, when necessary.
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Ability to provide work direction to other clerical support staff on divisional processes and procedures.
- Knowledge of Microsoft One Note would be considered an asset.
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 #2297851 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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