Job ID: 40847
Division & Section: People & Equity, Service Hub
Work Location: METRO HALL,55 John Street
Job Type & Duration: 1 Temporary Full Time Vacancy,
Salary: $62,480.00-$75,087.00, TX0003 and wage grade 4.
Shift Information: 35 hours/week per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 14-NOV-2023 to 28-NOV-2023
As an Administrative Assistant 2 in People & Equity Division, you will gain exposure to multiple areas of human resources, by providing essential administrative support to a Director, Service Hub and coordinating various initiatives, aimed at enhancing the employee expirence and journey at the City of Toronto. Your ability to multi-task, maintain complex schedules, manage logistics for a large team, while delivering excellent customer service, will set you up for success in this position.
By joining our team, you will work in the culture that emphasizes continuous learning and collaboration and champions equity, diversity, and respectful workplaces.
Major Responsibilities
- Manages administrative tasks associated with operations of a large team, including, but not limited to ordering equipment, onboarding and offboarding, tracking budgets and expenditures
- Handles and schedules meetings, business-related expenses, events, activities and schedules for the Director, Service Hub, as well as Service Hub leadership team.
- Screens, reviews and prioritizes incoming phone calls, e-mail and mail, processes correspondence, and where appropriate directs to appropriate staff
- Assists the Service Hub leadership team to monitor and flag hot issues for standing Committees and City Council.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- Prepares and processes various presentations, documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types of letters and memoranda, and routes or answers correspondence
- Prepares and organizing materials prior to sign off, including checking work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature
- Coordinates the development and preparation of summary notes and briefing materials for the Director of Service Hub. Including taking/transcribing confidential minutes as required
- Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government.
- Takes/transcribed confidential minutes related to labour relations and other matters as required
- Maintains awareness of other projects and initiatives within People & Equity Division, administrative systems and procedures to provide effective administrative assistance Provides support in handling special projects
Key Qualifications
- Post-secondary education in Human Resources or a Business Administrative related discipline and/or the equivalent combination of education and/or experience.
- Considerable experience performing administrative support duties to senior management, handling a broad range of administrative matters and coordination.
- Experience managing logistics for a team (including onboarding/offboarding staff, managing and tracking contracts, overseeing administration of budget
- Experience preparing confidential materials and information for management, with proven ability to handle sensitive issues and ability to exercise independent judgment.
- Considerable experience utilizing a variety of software packages, including advanced proficiency of Microsoft Office Suite (i.e. Word, Excel and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
- 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, with members of the public and external agencies.
- Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines, while being resourceful and adaptable, with a high degree of common sense and initiative.
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 to employment equity.
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’s Hiring Policies and Accommodation Process.
