(HX797) - ADMINISTRATIVE ASSISTANT 2

(HX797) - ADMINISTRATIVE ASSISTANT 2

ADMINISTRATIVE ASSISTANT 2
Job ID: 52987
Job Category: Administrative
Division & Section: Toronto Water, Strategic Planning & Workforce Dev
Work Location: Metro Hall, 55 John St, Toronto, Ontario, M5V 3C6
Job Type & Duration: Full-Time, Temporary (12 month) vacancy
Salary: $62,480.00 - $75,087.00 Annually, TX0003, Wage Grade 4
Shift Information: Mon-Fri, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 17-Jan-2025 to 31-Jan-2025
Reporting to the Supervisor Operational Support, in Strategic Planning Workforce Development Unit, (Administrative Assistant Program) the Administrative Assistant 2 performs varied administrative duties and program support functions for the General Manager,



Toronto Water and provides administrative support to assigned Toronto Water Director(s). Provides support to the Administrative Assistant 1 in the General Manager's Office including back-up duties in his/her absence. May be required to work at various work locations across the City.
Major Responsibilities:
- Performs varied administrative duties and clerical functions in connection with the operation of an organizational section to which they may be assigned.
- Provides administrative support to various divisional programs through the processing of documents, monitoring various mailboxes, following up with staff for updates, updating databases related to recruitment, complement management, attendance management, FOI, budget and other as required.
- Performs complement management activities including preparing and submitting various requisition forms, letters, maintaining databases, preparing reports, uploading to Corporate Systems, and assisting with onboarding.
- Checks own work and others' work for accuracy and conformity with regulations,



policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
- Take proactive steps to ensure the efficient operation of all the offices including performing cross[1]functional responsibilities to support operational needs.
- May provide work direction and train assigned staff.
- Provides support to Administrative Assistant 1 in the General Manager's Office and performs back-up duties in his/her absence. Works collaboratively with other Administrative Assistant 2s as a team and provides back-up support in each other's absence.
- Exercises caution and discretion with labour relations, personnel, and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
- Handles scheduling of appointments, resolves conflicts, ensures appropriate information is provided,



flags and follows up on action items.
- Conducts background research, investigations and retrieves information on various issues.
- Screens, reviews, and prioritizes incoming mail, processes correspondence, and initiates response.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- 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 the public.
- Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
- Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.




- Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
- Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
- Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
- Coordinates meetings, events and schedules. Takes/transcribes minutes as required.
- Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.
- Prepares and organizes Council materials (including confidential and employment/labour relations matters),



background, briefing notes. Formats Committee reports prior to signature.
Key Qualifications:
- Post-secondary education in a related field (i.e. Executive Assistant, Business Administration, Human Resources or an equivalent combination of education and experience.
- Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
- Considerable experience in the use of a variety of software packages including advanced knowledge of Microsoft Office Suite (including but not limited to Word, PowerPoint, Excel, and Outlook), to prepare correspondence, presentations, create statistical reports and charts related to organizing,



analyzing and reporting data and the ability to utilize other software packages relevant to supporting the division's core requirements.
- Considerable experience in planning and organizing appointments, meetings, taking minutes, interviews, conferences, and special events.
- Considerable experience in the preparation, drafting, editing and formatting of complex reports, correspondence, charts, tables and statements to Council and/or Committees.
- Experience working with confidential materials/information for senior management.
- Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
- Must be flexible to work at various locations, flexible hours,



and must be flexible to work long hours to meet operational needs in peak periods, including weekends and evenings as required.
- Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external partners and agencies.
- Strong analytical and problem solving skills with proven ability to handle sensitive issues.
- Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
- Ability to research, gather information and provide support in handling special projects as required.
- Ability to develop and implement administrative work procedures and systems.
- Ability to work independently and effectively with minimal supervision, prioritizing work schedule,



complete assigned duties within timelines.
- Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
- Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and a respectful workplace.
- Knowledge of, and the ability to handle municipal operations, Council proceedings, and current political issues.
Note To Current City of Toronto Employees
City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".
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) .

The original job offer can be found in Kit Job:
https://www.kitjob.ca/job/90152153/hx797-administrative-assistant-2-toronto/?utm_source=html