ADMINISTRATIVE ASSISTANT 2

City of Toronto•Toronto, ON

15h•CA$64,529 - CA$91,111•Onsite

About The Position

Reporting to the Director, Transportation Planning, the Administrative Assistant 2 performs varied administrative duties and program support functions for the Director and Section management team. Provides support to the Administrative Assistant 1 in the Director’s office, including back-up duties in his/her absence.

Requirements

Considerable experience in providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
Considerable experience working with confidential materials and information for senior management, including preparing and formatting complex data reports, correspondence and charts related to organizing and reporting data, and statements to Council Committees.
Considerable experience planning and organizing meetings, conferences and/or special events, including taking meeting minutes, and required follow-up activities, with all levels of staff, elected officials, other levels of government and the public.
Considerable experience in a variety of software packages including Microsoft Office Suite, e.g. Word, PowerPoint, Excel, and Outlook.
Considerable experience in budget administration, e.g. preparing invoices for payment.
Ability to develop and implement administrative work procedures and systems.
Ability to research and gather information.
Highly developed customer service and interpersonal skills and proven ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, the members of the public and external contact.
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 exercise independent judgement and discretion in dealing with highly confidential operational matters and with management staff.

Responsibilities

Exercises caution and discretion with labour relations, personnel and other confidential information. Prepares correspondence including that of a confidential nature.
Assists Director with recruitment processes and administration related to section complement
Assists with budget administration for the unit and with monitoring and tracking of budget expenditures, in consultation with the Chief Planner’s Office
Coordinates all contract administration related activities with the unit support staff and other section staff.
Prepares Purchase Requisitions for submission to Purchasing.
Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, and briefing notes.
Formats Committee reports prior to signature.
Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
Tracks Council directions affecting the section workplan
With Director and Managers, formats and tracks section workplan
Leads section-wide administrative projects based on direction from the Director (e.g. record retention and archiving, electronic filing structure)
Conducts background research, investigations and retrieves information on various issues using a variety of information systems.
Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data, using a variety of City Corporate Applications and information systems.
Performs varied administrative duties and clerical functions in connection with the operation of the Transportation Planning section
Attends internal meetings and takes/transcribes confidential minutes.
Provides backup and support to the Administrative Assistant 1 in his/her absence
Responds to enquiries and complaints 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 the tracking and following up of requests is maintained and deadlines are met.
Liaises with and exchanges information with all levels of staff, elected officials and the public.
Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
Maintains continuous awareness of municipal matters, Corporation administrative systems and procedures, and major activities of the Office in order to provide effective administrative assistance.
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 a complex record/retrieval system.