City : Toronto

Category : Administrative

Industry : Government

Employer : City of Toronto

Job ID: 20315

• Job Category: Administrative
• Division & Section: Office of the Chief of Staff, Governance & Corporate Strategy
• Work Location: CITY HALL, 100 Queen St W, Toronto, M5H 2N1
• Job Type & Duration: Full-time, Permanent 
• Salary: $61,243.00-$71,944.60 (2021 rate), TX0003 and Wage Grade 4.
• Shift Information: Monday-Friday, 35 Hours Per Week
• Affiliation: Non-Union
• Number of Positions Open: 1 
• Posting Period: 17-Mar-2022 to 24-Mar-2022 

Major Responsibilities:

• Performs varied administrative duties and clerical functions to support the operation of an organizational unit. May provide work direction and training to assigned staff.
• Exercises caution and discretion with reports, correspondence, labour matters, personnel and other confidential information. Prepares correspondence including that of a confidential nature, such as disciplinary letters or letters of offer.
• Schedules appointments, books virtual or in-person meeting space and ensures participants have all required information.
• Conducts research and retrieves and stores information on various issues, including in databases and record management systems
• Screens, reviews and prioritizes incoming hardcopy and electronic mail, processes correspondence, and initiates, tracks, and provides initial response.
• Maintains tracking and following up of requests and ensures deadlines are met.
• Liaises with and supports the exchange of information with all levels of staff, elected officials, Accountability Officers, public appointees and the public.
• Prepares and processes various documents/ summaries/reports requiring the compilation of information, assessment of policies and analysis of data. Drafts correspondence, composes and prepares letters and memos and routes or answers correspondence.
• Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, briefing notes. Formats Committee reports prior to signature.
• Checks work, including draft reports, presentation, memos, briefing notes and correspondence for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
• Operates various office equipment and computers using a variety of desktop applications and corporate systems. Prepares presentation materials ensuring detailed layout, formatting and accuracy
• Coordinates and maintains complex record/retrieval system. Maintains supplies and inventories.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government applying in-depth knowledge of procedures, regulations, criteria, etc. ,records detailed messages, and tracks follow up.
• Assists with budget administration for the unit.
• Coordinates meetings, events and schedules. Takes/transcribed notes, and follows up on information requests as required.
• Maintains continuous awareness of municipal matters, divisional administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.

Key Qualifications:

1. Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
2. Considerable experience with a variety of software packages including Microsoft Word, Excel, PowerPoint and Outlook.
3. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, correspondence, charts, tables and statements to Council and Committees.
4. Considerable experience preparing minutes at meetings and identifying items for follow up.
5. Excellent communication skills, both verbal and written.
6. Strong time management skills, with the ability to meet multiple deadlines and set priorities
7. Highly developed customer service and interpersonal skills.
8. Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision.
9. Knowledge of municipal government and operations
10. Ability to work independently, in a politically sensitive environment, using sound judgement.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's Mandatory Vaccination Policy. Candidates will be required to show proof of vaccination during the recruitment process.

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 to employment equity.

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’s Hiring Policies and Accommodation Process.