ADMINISTRATIVE ASSISTANT 2

City of Toronto•Toronto, ON

5d•CA$64,529 - CA$83,652•Onsite

About The Position

This role provides executive-level administrative, secretarial, and program-related functions to support the Deputy City Solicitor Prosecutions, the Director of Prosecutions, the Prosecutions Section, and the Legal Services Division. The position involves performing varied administrative and clerical duties, potentially providing work direction and training to staff, and handling confidential information related to labor relations and personnel matters. The role requires coordinating schedules, preparing agendas and minutes for meetings, and ensuring follow-up on action items. It also involves preparing and processing various documents, statistical summaries, and reports, which may require data assessment and analysis. Drafting correspondence, composing and typing letters and memoranda, and preparing legal forms and documents are key functions. The position includes conducting background research and retrieving information, screening and prioritizing incoming mail, processing correspondence and invoices, and initiating responses. Maintaining tracking systems for requests and deadlines, monitoring administrative workflow, and ensuring adherence to policies are also responsibilities. The role requires liaising with staff, elected officials, and the public, checking work for accuracy and conformity with regulations, and operating office equipment and computers with various applications. Maintaining office record/retrieval systems, supplies, and inventories is expected. Responding to and referring inquiries and complaints, diarizing legal and administrative deadlines, and maintaining awareness of departmental systems, procedures, and organizational structures are crucial. Additionally, the position involves preparing, formatting, and organizing committee/council materials and reports, including confidential matters and briefing notes.

Requirements

Post secondary education in a college level paralegal studies or law clerk program and/or combination of education and experience in relation to the Provincial Offences Act and the preparation of legal documents and forms for court matters.
Considerable experience in the performance of legal secretarial and administrative support duties at a senior level, handling a broad range of administrative matters, standard office practices and procedures, which must relate specifically to the actual duties of the position.
Considerable experience in the preparation and drafting of legal documents, standard correspondence and reports including editing the layout and formatting of documents for court as well as complex reports, charts, tables and reports to Council and Committees.
Extensive experience with a variety of software packages including Microsoft Office Suite as well as Email applications.
Considerable experience planning and organizing meetings, conferences and special events with all levels of staff, elected officials, other levels of government and the public.
Ability to use initiative and exercise interpersonal skills and judgement in daily work.
Ability to work with confidential materials/information for senior management, and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
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.
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, the judiciary and external agencies.
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.
Ability to research and gather information.
Ability to work independently and effectively with minimal supervision and prioritize work schedule.
Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.

Responsibilities

Provides executive level administrative, secretarial and program related functions to support the Deputy City Solicitor Prosecutions, the Director of Prosecutions, the Prosecutions Section and the Legal Services Division.
Performs varied administrative duties and clerical functions in connection with the operation of the unit.
May provide work direction and training to assigned staff as directed by management of the Division.
Exercises caution and discretion with respect to labour relations, personnel and other confidential information. Prepares correspondence including that of a confidential nature, such as disciplinary letters.
Coordinates scheduling of appointments, meetings and events, and ensures that the appropriate information is provided. Prepares agendas for meetings, takes accurate minutes and prepares documentation to ensure there is follow up on items from meetings.
Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.
Prepares legal forms and legal documents.
Conducts background research, investigations and retrieves information on various issues.
Screens, reviews and prioritizes incoming mail, processes and directs correspondence and invoices, and initiates response.
Ensures that the tracking and following up of requests is maintained and deadlines are met.
Assists with monitoring the workflow of administrative matters in the unit ensuring adherence to relevant policies
Liaises with and exchanges information with all levels of staff, elected officials and the public.
Checks work for formatting and accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.
Coordinates and maintains office record/retrieval systems. Maintains supplies and inventories.
Responds to and/or refers enquiries and complaints both telephone and written, from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
Ensures that legal and administrative deadlines are diarized and brought to the attention of the appropriate person in a timely manner.
Maintains continuous awareness of departmental administrative systems and procedures, organization structures in the division, and major corporate/divisional activities in order to provide effective administrative assistance.
Prepares, formats and organizes Committee/Council materials and reports (including confidential matters), background, Briefing Notes. Formats Committee/Council reports prior to signature.