Administrative assistant 1

City of Toronto’s Deputy City Manager IDS Office is inviting applications from suitable candidates for the position of Administrative assistant 1. City of Toronto’s Deputy City Manager IDS Office oversees Integrated Development Services (IDS) to ensure effective city planning and development. It coordinates various city departments involved in urban planning, building permits, and development approvals. Positioned as a pivotal division, it streamlines processes, promotes sustainable growth, and fosters collaboration between departments and stakeholders. The candidates selected for the vacancy will be required to start the work as soon as possible.

Jump into

Job Description:

Employer Name: City of Toronto
Division: Deputy City Manager IDS Office
Position: Administrative assistant 1
No of Vacancies: 1
Salary: $72588.00 – $89713.00 annually
Employment Type: Full time/Temporary
Affiliation: Non-Union
Job Category: Administrative
Location: Toronto, ON
Shift: Monday to Friday, 35 hours per week
Job ID: 45224

Requirements:

Languages: Candidates must have knowledge of the English Language
Education: Candidates should have educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures

Physical Requirements:

The candidates should have excellent organizational and time management skills, including attention to detail, the ability to set priorities, meet deadlines, and work effectively with minimal supervision, deal with conflicting priorities, and work demands
The candidates should be able to work beyond normal business hours and flexible hours, including weekends and evenings when necessary

Other Requirements:

The candidates should have experience annotating and/or summarizing complex data, reports, briefing notes, and/or committee/council reports and possess considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts, and tables
The candidates should have considerable experience in preparing agendas, taking minutes at meetings, and identifying items for follow-up and demonstrate extensive experience utilizing a variety of software packages such as Microsoft Word, Excel, PowerPoint, and Outlook
The candidates should exhibit strong analytical and problem-solving skills and possess considerable knowledge of municipal operations, including but not limited to council proceedings and Freedom of Information
The candidates should have the ability to work independently, in a politically sensitive and confidential environment, using sound judgment and demonstrate the ability to provide work direction to other support staff and should exhibit the ability to research and prepare information in a timely manner
The candidates should have the ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office and possess highly developed customer service and interpersonal skills, with the ability to deliver excellent customer service at all levels and with external partners and stakeholders
The candidates should have excellent communication skills, both orally and in writing, with a strong command of grammar and writing skills for the purpose of proofreading and editing
The candidates should be resourceful, adaptable, and possess a high degree of initiative and should have the ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces
The candidates should have knowledge of the Agenda Forecasting System (AFS) and the Letter Tracking System (LTS)

Responsibilities:

The candidates should be able to provide senior-level administrative support, advice, and guidance on key initiatives and policies and able to review and direct incoming correspondence, telephone calls, and initiate responses
The candidates should be able to manage and schedule daily appointments and activities; arrange meetings and business travel, recognizing priorities and organizing the daily schedule accordingly and able to coordinate daily administrative operations by organizing workload priorities, providing effective work direction, training, and guidance, and acting as a resource to support staff as required
The candidates should be able to handle, prioritize, and/or redirect inquiries and/or provide information and guidance to staff, the 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, and protocols
The candidates should be able to ensure and check the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation, ensuring conformity with regulations, statutes, by-laws, agreements, policies, and procedures and able to apply and check layout and formatting guidelines, proofread own and others’ material
The candidates should be able to perform highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control, and coordination of various documentation and processes and able to maintain strict confidentiality at all times
The candidates should be able to coordinate meetings, special events, schedules, workshops, grievances, labor-management meetings, food services, printing of conference materials, registration, prepare agendas, take/transcribe minutes, and follow-up on action required
The candidates should be able to operate computers utilizing and manipulating a variety of desktop applications and corporate systems, prepare presentation material on various software, including PowerPoint and able to organize and maintain up-to-date manuals such as Council and Corporate administrative policies and guidelines
The candidates should be able to maintain continuous awareness of City operations, administrative policies, and procedures, monitor administrative processes of the office to ensure adherence to relevant City policies and efficient operations and able to coordinate the development and implementation of secretarial and administrative standards and procedures, attend various meetings, events, promote and deliver excellent customer service
The candidates should be able to handle special projects, monitor, track, and report attendance, check and ensure the preparation of recruitment and organizational change documents are in accordance with Corporate and service area policies, maintain staffing and recruitment information and documentation
The candidates should be able to prepare and process documents of a confidential labor relations nature, assist in the coordination of service area labor disruption plans as required, coordinate the submission of petty cash reimbursements, supplier payments, and other administrative matters for the office, receive and provide initial response including initial data collection related to telephone calls, email, and correspondence from the general public and staff and refer for appropriate action
The candidates should be able to respond to, and help resolve, issues raised by staff, internal and external stakeholders, and the public, receive Fraud and Waste, Ombudsman, Auditor General, Internal Audit, and other matters on behalf of the DCM’s Office and refer to the appropriate Division for Action, monitor and track responses
The candidates should be able to coordinate tier one responses to inquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, senior City staff, and the public, prepare and coordinate communications material within the service area, including newsletters, bulletins, notices, and flyers, monitor all key reports required for committees and council and ensure deadlines are met, annotate Council agendas and flag items that will impact on Division operations, identify issues and initiate responses
The candidates should be able to maintain awareness of municipal matters while acting with discretion on all confidential matters, administer, prepare, process, and compose documents, routine reports, statistical summaries, and reports requiring considerable judgment in the interpretation and application of regulations and practices
The candidates should be able to prepare complex calculations and analysis of data, monitor expenses and participate in compiling data for forecasting and budgeting, prepare correspondence, coordinate all reports and administrative information, monthly work plan updates, and corporate responsibilities including Human Resources, Health and Safety, and prepare the documentation to meet legislative requirements in alignment with established policies and procedures, develop, operate, and maintain an effective record/retrieval system for the office

How to apply:

If the position is fit for you and the basic requirements are fulfilled then you can now apply directly to the employer (along with your resume) through the below-mentioned details.

Apply Online

We thank all the applicants for showing their interest and trust in us, however, only the most eligible candidates will be selected and conducted for further procedure directly from employers, in between no charges/fees or original documents will be asked from any applicant. All the best!

Check the latest available jobs in Canada