Job Information
City of Toronto ADMINISTRATIVE ASSISTANT 2 in Toronto, Ontario
ADMINISTRATIVE ASSISTANT 2
Job ID: 46815
Job Category: Administrative
Division & Section: Technology Services, Technology Services Delivery
Work Location: Metro Hall, 55 John St
Job Type & Duration: Temporary, Full-Time,12 month vacancy
Salary: $ 62,637-$ 77,715
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 03-May-2023 to 17-May-2024
Job Description:
The Administrative Assistant is responsible for day to day operations for the Deputy Chief Technology Officer (DCTO). Technology Services Delivery. A proactive problem solver and point of contact that anticipates DCTO operational assignments to ensure a seamless delivery and liaison between DCTO and stakeholders to support DCTO in performance delivery and alignment and tracking of various administrative work streams.
Major Responsibilities:
Performs varied specific, measurable, achievable, realistic and timely administrativeduties and clerical functions in connection with the operation of an organizational unit.May provide work direction and training to assigned staff.
Proactively prepares schedule of weekly and monthly activities to accelerate and improvedelivery of executive commitments.
Utilizes strong administrative customer service skills, over the phone, in person and withclients.
Utilizes administrative acumen to understand and action priority and sensitive materialthat requires executive action.
Exercises caution and discretion with labour relations, personnel and other confidentialinformation. Types correspondence including that of a confidential nature, such asdisciplinary letters.
Handles scheduling of appointments and ensures that the appropriate information isprovided.
Conducts background research, investigations and retrieves information on variousissues.
Screens, reviews and prioritizes incoming mail, processes correspondence, and initiatesresponse.
Ensures that the tracking and following up of requests is maintained and deadlines aremet.
Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
Liaises with and exchanges information with all levels of staff, elected officials and thepublic.
Prepares and processes various documents/statistical summaries/reports requiring theassessment and analysis of data. Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
Checks work for accuracy and conformity with regulations, policies and procedures andcorrects/resolves outstanding/incorrect items prior to signature.
Operates various office equipment and computers utilizing a variety of desktopapplications and corporate systems. Prepares presentation material utilizing detailedlayout and formatting.
Coordinates and maintains a complex record/retrieval system. Maintains supplies andinventories.
Responds to enquiries and complaints from senior staff, the public, agencies, and otherlevels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc.and records detailed messages.
Assists with budget administration for the unit. Administers petty cash.
Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
Maintains continuous awareness of municipal matters, departmental administrativesystems and procedures, organization structures in the division, and major activities inorder to provide effective administrative assistance.
Prepares and organizes Council materials (including confidential and employment/labourrelation matters),
Key Qualifications:
Considerable experience in the performance of operational and administrative support dutiesto senior management, handling a broad range of administrative matters, office practices andprocedures.
Considerable experience planning, scheduling, and organizing appointments, meetings,interviews, conferences, and events, and taking minutes and action items at meetings, withfollow-up activities.
Considerable experience using a variety of software packages including advanced knowledgeof Microsoft Office Suite, i.e. Word, PowerPoint, Excel, and Outlook, and Visio.
Considerable experience in the preparation and drafting of standard correspondence andreports, editing the layout and formatting of complex reports, correspondence, charts, tablesand statements to Council and Committee.
Ability to conduct research in technology trends and new developments.
Highly developed customer service and interpersonal skills with the ability to communicateeffectively at all organizational levels, including the political level, the members of the publicand external contact.
Knowledge of vendor and contract administration including familiarity working with contractorsis considered an asset
Demonstrated knowledge of, and the ability to handle, municipal operations, policies andprocedures, and current political issues that may include but is not limited to councilproceedings, corporate protocols, established Committees functions; both internal and specialinterest groups and current political issues.
Excellent organizational and time management skills, including attention to detail, and ability toset priorities, meet deadlines and deal with conflicting priorities and work demands.
Excellent interpersonal, analytical and problem-solving skills to deal effectively with all levelsof staff and the public and handle sensitive issues.
Familiarity with Technology Services procurement policies and processes is an asset.
Demonstrable multi-tasking skills to handle the workload of a senior executive.
Demonstrated ability to exercise independent judgement and discretion in dealing withconfidential operational matters and management staff in the absence of the Deputy ChiefTechnology Officer/Director.
Ability to work beyond normal business hours and weekends, when necessary.
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 toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .
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’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .