Administrative assistant 3
City of Toronto’s Fire Services Division is inviting applications from suitable candidates for the position of Administrative assistant 3. City of Toronto’s Fire Services Division is committed to ensuring community safety through effective fire protection and emergency response. It provides vital services, including fire prevention education, safety inspections, and emergency medical services. The division ensures quick response times to emergencies. It fosters a culture of safety and preparedness. This commitment enhances overall public safety and resilience in the urban environment. The candidates selected for the vacancy will be required to start the work as soon as possible.
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Job Description:
Employer Name: City of Toronto
Division: Fire Services
Section: Fire Svcs Administrative Services
Position: Administrative assistant 3
No of Vacancies: 1
Salary: $58527.00 – $71958.00 yearly
Employment Type: Full time/Permanent
Affiliation: Non-Union
Job Category: Administrative
Location: Toronto, ON, CA
Shift: 35 Hours Per Week, Monday to Friday
Job ID: 50741
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates need standard educational qualifications such as a Secondary (high) school graduation certificate or equivalent experience
Experience: Candidates should have previous medical office experience
Physical Requirements:
- The candidates should be flexible to work long hours during peak periods and be able to work flexible hours, including weekends and evenings
- The candidates should be able to work under pressure and work positively within a diverse environment
- The candidates should have the ability to deal positively and effectively with all levels of staff, the public, and officials in a professional, respectful, and civil manner
- The candidates should have excellent organizational skills and the ability to handle multiple priorities and meet deadlines within a fast-paced environment
- The candidates should be able to work with minimal supervision as part of a larger team, while also being able to make sound independent judgment calls and take initiative
- The candidates should have the ability to exercise discretion in dealing with confidential matters and with management staff
Other Requirements:
- The candidates should have considerable experience in providing administrative and secretarial support duties to management, with some experience related to the duties specified
- The candidates should have experience supporting a small team, preferably within a clinic or medical setting
- The candidates should have experience in setting up meetings and taking notes and minutes and be proficient in Microsoft Word, Excel, PowerPoint, and email
- The candidates should possess advanced knowledge of layout and formatting of complex reports, correspondence, charts, tables, committee or council reports
- The candidates should have a demonstrated track record of successful performance in a similar or related role
- The candidates should exhibit highly developed customer service and interpersonal skills, with a proven ability to deal with people in difficult situations
- The candidates should have strong written and verbal communication skills and possess good knowledge of municipal operations, departmental, and political issues
Responsibilities:
- The candidates should be able to assist with medical evaluations for new recruits to ensure compliance with health standards, provide support for clinics at the Medical Office to facilitate efficient operations and send various faxes, including Return to Work (RTW) forms and other documentation
- The candidates should be able to receive, review, scan RTWs, and send them to various divisions and to HR and maintain medical filing systems, including the ongoing retrieval and refiling of files and retrieve information from various sources, including Quatro, for the TFS Chief Medical Officer’s review and liaise with the Chief Medical Officer, Staff Services Coordinators-ATM, and the Division Chief, Staff Services on a regular basis
- The candidates should be able to support the Medical Office team and the Division Chief in various administrative tasks and produce various reports on a regular and ad hoc basis to provide necessary insights
- The candidates should be able to assign modified duties based on a defined set of criteria and established procedures, under the guidance of the Staff Services Coordinators and manage the modified duty absence line to ensure proper tracking of absences
- The candidates should be able to manage projects as assigned by the Division Chief to support operational goals and process a variety of documents, including forms, statements, reimbursements, statistical summaries, and reports, requiring the assessment and analysis of manual or computerized data
- The candidates should be able to prepare and type correspondence, confidential documents, reports, and other documents utilizing various software packages and exercise caution and discretion with medical and other confidential information to maintain privacy
- The candidates should be able to operate various office equipment and computers, utilizing a variety of desktop applications and corporate systems, with proficiency in layout, formatting, and keyboard skills and open, review, and distribute incoming mail and follow up on responses
- The candidates should be able to maintain filing and retrieval systems for various records and documents, ensuring that required documentation is distributed to appropriate personnel and provide information in response to inquiries and complaints, effectively exchanging information with all levels of staff, government agencies, and maintaining detailed messages
- The candidates should be able to draft routine correspondence to support communication and coordinate meetings, appointments, and interviews, compiling material, preparing agendas, and taking and transcribing minutes
- The candidates should be able to proofread outgoing documents and correspondence and maintain a follow-up system to ensure accountability and assist section staff with the administration of section programs and activities, including preparing expense accounts and maintain supplies for the unit, ordering and checking the inventory of office equipment, supplies, and publications, ensuring that levels are maintained
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!