Administrative Assistant 1

City of Toronto•Union, NJ

2d•Onsite

About The Position

The Administrative Assistant 1 for Toronto Emergency Management will report to the Executive Director and will play a critical role on the team providing senior level administrative support, advice and guidance on key initiatives, policies and organization within the division.

Requirements

Post-secondary degree or diploma in a relevant discipline or the approved equivalent combination of education and/or related experience (e.g. emergency management, emergency services, public administration, etc.).
Considerable experience providing administrative support to senior management, including handling a broad range of administrative matters, standard office practices and procedures.
Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts, tables and statements to senior and executive management.
Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up.
Considerable experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
Ability to utilize a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
Exposure to municipal operations that may also include but not limited to knowledge of legislation, bylaws, policies and procedures.
Strong analytical and problem-solving skills in combination with the ability to perform duties under minimal supervision in a politically sensitive environment, using sound judgement and discretion including handling of confidential materials and information.
Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, assess situations to determine importance, urgency and risks and make clear decisions or deal with conflicting priorities and work demands.
Highly developed customer service and interpersonal skills.
Ability to deliver excellent customer service at all levels including with internal and external partners.
Excellent oral and written communication skills.
Must be resourceful, adaptable and possess a high degree of initiative.
Ability to research and prepare information in a timely manner.
Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
Ability to provide work direction to other support staff.
Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Responsibilities

Provides senior level administrative support, advice and guidance on key initiatives and policies.
Reviews and directs incoming correspondence, email, phone calls, and initiates responses; prepares correspondences and presentation materials.
Co-ordinates daily administrative operation by organizing workload priorities, including managing and scheduling daily appointments and activities; arranging meetings and business travel and organizing the daily schedule around urgent requests from the Mayor's office, city councillors, and the City Manager as well as divisional staff.
Supports TEM’s 24/7 emergency response capacity within the Toronto Emergency Operations Centre where required.
Provides effective work direction, training and guidance and acts as a resource to support staff; may direct and train, on a daily basis, clerical support services on divisional processes and procedures.
Co-ordinates the development and implementation of administrative standards and procedures for the division.
Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
Addresses and resolves concerns from distressed clients seeking solutions to their issues.
Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination; may attend and take minutes at various meetings or hearings.
Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation.
Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures; applies and checks layout and formatting guidelines.
Proof-reads own and other's material.
Monitors all key reports required for committees and council and ensures deadlines are met.
Reviews council and standing committee agendas and reports, flagging items that will impact on operations and identifies issues and initiates responses.
Organizes and maintains up-to-date manuals, such as Council and corporate administrative policies and guidelines.
Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
Co-ordinates and maintains the records management system.
Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, 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, protocols.
Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices.
Prepares complex calculations and analysis of data, monitors expenses and participates in compiling data for forecasting and budgeting.
Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.
Attends various meetings, events, hearings in support of the Division Head.
Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration.
Takes/transcribes minutes and follows-up taking action when necessary.
Maintains petty cash.
Monitors, tracks and reports attendance management.
Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.