ADMINISTRATIVE ASSISTANT 1

ADMINISTRATIVE ASSISTANT 1

 Job ID: 41248

• Job Category: Administrative
• Division & Section: Deputy City Managers DGS Office, City Manager’s Office
• Work Location: City Hall, 100 Queen Street
• Job Type & Duration: Full-time, Permanent
• Salary: $72,407.00 – $89,713.00, TX0002 and wage grade 5.0.
• Shift Information: Monday to Friday
• Affiliation: Non-Union
• Number of Positions Open: 2
• Posting Period: 10-OCT-2023 to 24-OCT-2023

Job Description

Are you an organized person who is detail-oriented and able to fulfill a challenging role? If so, are you an exceptional member of  the City of Toronto’s  Office of the City Manager and Deputy City Manager for Development and Growth Services (D&GS)? Please consider one of our full-time permanent positions.

You will work in a senior management environment and utilize your executive level management skills on a daily basis to provide first-class support in a fast-paced and complex local government environment. Excellent communication skills and customer  focus, diplomacy, and tact ensure you will be a valuable member of a team  responsible for providing critical administrative support to the City Manager’s Office or  the Deputy City Manager’s (D&GS) Office .

Recognized as one of Canada’s top 100 employers, the City of Toronto encourages professional development and strives to provide opportunities to lead, learn and grow. We value integrity, trustworthiness, fairness, and  embrace the diversity of those we work with and serve.

 Key Responsibilities:

As an Administrative Assistant 1, your primary responsibilities will be to assist senior management with management of key corporate initiatives, governance, council/committee agendas and minutes, and interpret or apply corporate/service area policies and procedures. I will focus on that. You will support the day-to-day management, operations, and coordination of complex projects and programs in the D&GS City Manager’s Office or  Deputy City Manager’s Office.

Office Administration

Provides senior level management support, advice and guidance on key initiatives and policies. Review, route, and initiate responses to incoming communications and calls. Manage and plan your daily agenda and activities. Plan meetings and business trips. Recognize your priorities and organize your daily life accordingly. Organize daily administrative tasks by prioritizing  Provide effective work instructions, training, guidance, and serve as a resource to support staff as needed.

Utilize your company’s policy, regulatory expertise to process, prioritize and/or arterial requests to employees, the  Office and City Council members, customers, the public, the media, government agencies, union representatives and Provides information and guidance to  other levels of administration. , and protocols.

Office Administration 

•  Provides senior level management support, advice and guidance on key initiatives and policies. Review, route, and initiate responses to incoming communications and calls.
• Manage and plan your daily agenda and activities. Plan meetings and business trips. Recognize your priorities and organize your daily life accordingly.
• Organize daily administrative tasks by prioritizing  Provide effective work instructions, training, guidance, and serve as a resource to support staff as needed.
• Utilize your company’s policy, regulatory expertise to process, prioritize and/or arterial requests to employees, the  Office and City Council members, customers, the public, the media, government agencies, union representatives and Provides information and guidance to  other levels of administration. , and protocols.
• Ensures and verifies the efficient and accurate preparation and processing of documents in accordance with relevant policies and laws. Ensure compliance with regulations, statutes, bylaws, agreements, policies and procedures. Apply and review layout and formatting guidelines. Proofread your own materials and third-party materials.
• Performs independent and professional management tasks, including preparing, researching, examining, reviewing, coordinating, managing, and coordinating various documents and processes.
• Confidentiality will always be maintained. Coordinates staff attendance at  meetings, special events, schedules, workshops, grievance handling, work management meetings, food service, and  conferences.
• Prepares agenda, creates/transcribes minutes, and follows up on necessary actions. Operates computers  and uses and interacts with various desktop applications and enterprise systems. Create presentation materials using various software such as PowerPoint.
• We prepare and maintain the latest manuals for administrative policies, council and company policies, etc.
• Maintains ongoing knowledge of  City operations, administrative policies, and procedures. Oversees office administrative processes  to ensure compliance with relevant city policies and efficient operations.  Coordinates the development and implementation of secretarial and administrative standards and procedures.
• Attends various meetings and events and represents the unit as needed.
• Promote and provide excellent customer service.
• We can also handle special projects.

Human Resources And Financial Management

1. Verify and ensure compliance of  recruitment and organizational change documentation with company and service area policies.
2. Manage human resources, recruitment information, and documents.
3.  Create and process sensitive documents related to labor relations. Examples: disciplinary action memos, grievance and arbitration documents, disciplinary letters, emergency plans, terminations, restructuring and downsizing efforts, etc.
4. Assist in coordinating work outage plans for the service area  as needed.
5. Manages petty cash and coordinates filing of petty cash refunds, vendor payments, and other office administrative matters.
6. Monitor, track and report attendance.

Communication and issue management

Receives and provides initial responses, including initial data collection related to telephone calls, emails, and communications from the  public and staff, and directs appropriate actions. Respond to and assist in resolving issues raised by employees, internal and external stakeholders, and the public.

Receives fraud and waste, ombudsman, financial audit, internal audit, and other matters on behalf of the office and refers them to the appropriate division or department for processing. Monitor and track responses.

Coordinates first-level responses to freedom of information and  privacy requests from City Council members, the Information and Privacy Commission, the media, senior City officials, and the public.  Prepares and coordinates communication materials within the department, such as newsletters, bulletins, notices, and flyers.

Manage council and committee agendas

Oversee all major reports required for committees and councils and ensure deadlines are met.

Develops and reviews council agendas and highlights items that  impact department operations. Identify the problem and begin addressing it. Maintains awareness of community issues while acting with caution in all sensitive matters. Report and record

Manage, prepare, process, and produce documents, daily reports, statistical summaries, and reports that require significant judgment in the interpretation and application of regulations and practices. Prepare complex calculations and data analysis. Monitor spending and participate in compiling data for forecasting and budgeting. Prepare communication.

Coordinates all reporting and management information, monthly work plan updates, corporate responsibilities including human resources, health and safety, and prepares  documentation to meet regulatory requirements in accordance with established policies and procedures. Develop, operate, and maintain effective records/retrieval systems for the office.

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Main qualifications

•  Ability to provide work instructions to other support staff.
• Ability to research and prepare information in a timely manner.
•  Ability to carry out effective management procedures and maintain an organized office in a fast-paced and complex executive department.
•  Highly developed customer service and interpersonal skills. Ability to provide excellent customer service to external partners and stakeholders at all levels. Excellent communication skills both verbally and in writing. Good grammar and writing skills for proofreading and editing purposes.
•  Ability to work outside of normal business hours and flexible hours, including weekends and nights as needed.
•  Must be resourceful, adaptable, and have a high degree of self-motivation.
• Ability to support  Toronto Public Service values ​​and ensure a culture that values ​​equity, diversity and a respectful workplace.

Equity, diversity and inclusion

The City is committed to equal opportunity and to creating an inclusive workplace culture  that reflects the diverse population we serve. Learn more about the city’s commitment to employment equity.

Accommodation

The City of Toronto is committed to building an accessible and inclusive organization. We are committed to providing accessible and barrier-free  employment practices in accordance with the Ontario Accessibility for Persons with Disabilities Act (AODA). If you require code-protected accommodation at any point in the recruitment process, please let us know when you contact us. We will then work with you to meet your needs. Disabled accommodations are available upon request and during the application process. Learn more about the city’s employment policies and housing process.

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