Administrative assistant 2
City of Toronto’s Division of Customer Experience is inviting applications from suitable candidates for the position of Administrative assistant 2. City of Toronto’s Division of Customer Experience is dedicated to enhancing public services and engagement within the city. It focuses on providing seamless interactions and support for residents, businesses, and visitors. Through innovative solutions and responsive communication channels, the division aims to improve overall satisfaction and accessibility to municipal services. The candidates selected for the vacancy will be required to start the work as soon as possible.
Job Description:
Employer Name: City of Toronto
Division: Customer Experience
Section: CX Channel Operations
Position: Administrative assistant 2
No of Vacancies: 1
Salary: $62480.00 – $75087.00 yearly
Employment Type: Full time/Temporary (12 Month)
Job Category: Administrative
Affiliation: Non-Union Exempt
Location: Metro Hall, 55 John Street, Toronto, ON, Canada
Shift: Flexible hours, including Evenings and Weekends (Monday to Friday, 35 Hours Per Week)
Job ID: 44760
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 Intermediate or a Bachelor’s or Master’s degree 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 the ability to provide work direction to administrative staff, including training and orientation
- The candidates should have the ability to work independently and effectively with minimal supervision, prioritizing work schedule, and completing assigned duties within timelines
Other Requirements:
- The candidates should have considerable experience in the preparation, drafting, editing, and formatting of complex reports, correspondence, presentations, charts, tables, and statements
- The candidates should possess considerable experience in taking minutes at meetings, required follow-up activities, and handling confidential and complex documents and reports
- The candidates should have considerable experience in the use of a variety of software packages including Microsoft Office Suite, such as Word, Excel, PowerPoint, and Outlook, to prepare correspondence, presentations, statistical reports, and charts related to organizing, analyzing, and reporting data
- The candidates should have experience in planning and organizing appointments, meetings, interviews, conferences, and special events
- The candidates should have excellent organization and time management skills are essential, with the ability to set priorities, meet deadlines, and deal with conflicting priorities in a high-volume, high-stress environment
- The candidates should demonstrate the ability to exercise independent judgment and discretion in dealing with highly confidential materials and matters
- The candidates should have strong analytical and problem-solving skills are required, with a proven ability to handle sensitive issues and demonstrate the ability to research, gather, and summarize information
- The candidates should have highly developed customer service and interpersonal skills are necessary, 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
Responsibilities:
- The candidates should be able to perform varied administrative duties and clerical functions in connection with the operation of an organizational unit and able to provide work direction and training to assigned staff
- The candidates should be able to exercise caution and discretion with labour relations, personnel, and other confidential information and able to type correspondence including that of a confidential nature, such as disciplinary letters
- The candidates should be able to handle scheduling of appointments and ensure that the appropriate information is provided and able to conduct background research, investigations, and retrieve information on various issues
- The candidates should be able to screen, review, and prioritize incoming mail, process correspondence, and initiate response and able to ensure that the tracking and following up of requests is maintained and deadlines are met
- The candidates should be able to monitor and control the workflow of the unit, ensuring adherence to relevant policies and able to liaise with and exchange information with all levels of staff, elected officials, and the public
- The candidates should be able to prepare and process various documents/statistical summaries/reports requiring the assessment and analysis of data and able to draft correspondence, compose and type letters and memoranda, and route or answer correspondence
- The candidates should be able to check work for accuracy and conformity with regulations, policies, and procedures and correct/resolve outstanding/incorrect items prior to signature and able to operate various office equipment and computers utilizing a variety of desktop applications and corporate systems
- The candidates should be able to prepare presentation material utilizing detailed layout and formatting and able to coordinate and maintain a complex record/retrieval system and maintain supplies and inventories
- The candidates should be able to respond to inquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc., and record detailed messages
- The candidates should be able to assist with budget administration for the unit and administer petty cash and able to coordinate meetings, events, and schedules and take/transcribe minutes as required
- The candidates should be able to maintain continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities to provide effective administrative assistance
- The candidates should be able to prepare and organize Council materials (including confidential and employment/labour relation matters), background, briefing notes, and format Committee reports prior to signature
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.
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!