Administrative assistant
The City of Toronto’s Legal Services Division based in Toronto, ON is inviting applications from suitable candidates for the position of Administrative assistant. The City of Toronto’s Legal Services Division is a crucial component of municipal governance, specializing in legal counsel and support. Focused on providing legal advice, representation, and ensuring regulatory compliance, it safeguard the city’s legal interests. Through legal standards, fostering diversity, and collaborating with internal departments, division contributes to effective municipal decision-making and governance. 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: The City of Toronto
Division & Section: Legal Services, Legal Municipal Law
Position: Administrative assistant
No of Vacancies: 1
Salary: $62,480 to $75,087 yearly
Employment Type: Full time/Permanent vacancy
Job Category: Administrative
Affiliation: Non-Union
Location: Toronto, ON, Canada
Work Location: Metro Hall, 55 John St, Toronto, M5V 3C6
Shifts: Monday to Friday (35 hours weekly)
Job Id: 42850
Requirements:
Languages: Candidates must have knowledge of the English Language
Education: Candidates should have standard 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 in the performance of legal secretarial and administrative support duties at a senior level
Physical Requirements:
- The candidates should have ability to use initiative and exercise interpersonal skills and judgment in daily work and research and gather information
- The candidates should have excellent organizational and time management skills, including attention to detail, with the ability to set priorities, meet deadlines, and deal with conflicting priorities in a high volume, high-stress environment
- The candidates should have 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 agencies
- The candidates should have the ability to work independently and effectively with minimal supervision and prioritize work schedules
- The candidates should be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative
- The candidates should be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings
Other Requirements:
- The candidates should have experience handling a broad range of administrative matters, standard office practices, and procedures relevant to the actual duties of the position
- The candidates should have considerable experience taking minutes at meetings, required follow-up activities, and handling confidential and complex documents and reports
- The candidates should have considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, tables, and reports to Council and Committees/Agencies/Boards
- The candidates should have extensive experience with a variety of software packages, including Microsoft Office Suite as well as Outlook
- The candidates should have considerable experience planning and organizing meetings, conferences, and special events with all levels of staff, elected officials, other levels of government, and the public
- The candidates should have experience working with confidential materials/information for senior management, and the ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff
- The candidates should have knowledge of municipal operations that may include but is not limited to council proceedings, corporate protocols, established Committees functions, both internal and special interest groups and current political issues
Responsibilities:
- The candidates should be able to provide executive-level administrative, secretarial, and program-related functions to support the Legal Services Division, performing varied administrative duties and clerical functions in connection with the operation of an organizational unit and provide work direction and training to assigned staff, exercising caution and discretion with respect to labor relations, personnel, and other confidential information, including the preparation of correspondence such as disciplinary letters
- The candidates should be able to handle scheduling of appointments and facilities, ensuring that the appropriate information is provided, conduct background research, investigations, and retrieve information on various issues, screen, review, and prioritize incoming mail, process and direct correspondence, and initiate responses and ensure that tracking and following up of requests are maintained, and deadlines are met, monitoring and controlling the workflow of the unit, ensuring adherence to relevant policies
- The candidates should be able to liaise with and exchange information with all levels of staff, elected officials, and the public. This includes preparing and processing various documents, statistical summaries, and reports requiring the assessment and analysis of data
- The candidates should be able to draft correspondence, compose and type letters and memoranda, and route or answer correspondence and checking work for formatting and accuracy, ensuring conformity with regulations, policies, and procedures, and correcting/resolving outstanding/incorrect items prior to signature
- The candidates should be able to operate various office equipment and computers, utilizing a variety of desktop applications and corporate systems. They should prepare presentation material using detailed layout and formatting, coordinate and maintain office record/retrieval systems, and maintain supplies and inventories
- The candidates should be able to respond to and/or referring inquiries and complaints, both telephone and written, from senior staff, the public, agencies, and other levels of government is expected. This involves utilizing in-depth knowledge of procedures, regulations, criteria and recording detailed messages
- The candidates should be able to prepare legal forms, ensure that legal and administrative deadlines are diarized and brought to the attention of the appropriate Solicitor/Director in a timely manner and coordinate meetings, events, and schedules, taking/transcribing minutes
- The candidates should be able to maintain continuous awareness of departmental administrative systems and procedures, organization structures in the division, and major corporate/divisional activities to provide effective administrative assistance
- The candidates should be able to prepare, format, and organize Agency/Board/Committee/Council materials and reports (including confidential matters), background, Briefing Notes, and format Committee/Council 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!