Administrative Assistant 2

City of Toronto•Union, NJ

1d•$64,529 - $91,111•Onsite

About The Position

The Administrative Assistant 2 performs administrative and program support functions for one of four sections within the Toronto Building Division. The position supports exceptional service delivery and contributes to a positive, equitable, and inclusive workplace culture. It provides direct support to the Director & Deputy Chief Building Official and coordinates administrative activities essential to the unit’s effective operation. The role may also provide administrative assistance to senior management and may train, mentor, and assign work to staff as required. The position handles confidential operational matters and prepares, processes, and coordinates a wide range of documents, correspondence, reports, meetings, schedules, records, enquiries, and budget and supply matters. It requires independent judgment and discretion, strong communication and organizational skills, and the ability to work effectively with senior management, staff, the public, elected officials, agencies, and other levels of government.

Requirements

Considerable experience providing administrative support to senior management and handling a broad range of administrative matters and standard office practices and procedures, including schedules, appointments, meetings, interviews, and special events.
Considerable experience preparing and drafting standard correspondence and reports, and editing the layout and formatting of complex reports, correspondence, charts, and tables to ensure they are free of grammatical and typographical errors.
Considerable experience using software packages and databases, including advanced knowledge of Microsoft Office 365 (Word, PowerPoint, Excel, and Outlook), to prepare presentations, correspondence, statistical reports, and charts and to organize, analyze, and report accurate data.
Experience taking meeting minutes, following up and tracking action items, and handling confidential and complex documents, reports, and information for senior management.
Ability to exercise independent judgment and discretion when dealing with highly confidential operational matters involving senior management.
Highly developed customer service and interpersonal skills, with the ability to communicate effectively orally and in writing with elected officials, the public, external agencies, and all organizational levels.
Excellent organizational and time-management skills, attention to detail, and ability to set priorities, meet deadlines, and handle conflicting priorities and work demands.
Strong analytical, research, and problem-solving skills.
Ability to work independently and effectively with minimal supervision, prioritize work, and complete assigned duties within timelines.
Resourcefulness, adaptability, political acumen, and discretion.
Flexibility to work long hours during peak periods, including weekends and evenings as required.

Responsibilities

Provide direct administrative support to the Director & Deputy Chief Building Official and assist senior management as needed.
Coordinate administrative activities and collaborate with other administrative staff, including providing backup support.
Train, mentor, and assign work to staff as required.
Prepare and process confidential documents relating to employee and labour relations, recruitment, investigations, contingency planning, payroll, and budget matters.
Prepare and format presentation materials and ensure accuracy in layout, formatting, and design.
Conduct research and retrieve, assess, and consolidate information from various sources, including information related to confidential investigations.
Schedule appointments and ensure the Director & Deputy Chief Building Official and other senior managers receive appropriate information.
Coordinate sectional meetings, special events, workshops, grievance and labour-management meetings, and conference registration materials.
Prepare agendas, take or transcribe minutes, follow up on actions, and handle confidential meeting documents and reports.
Prepare and process documents, statistical summaries, and reports requiring data assessment and analysis.
Draft, compose, and type correspondence, letters, and memoranda; route or answer correspondence.
Screen, review, and edit documents for accuracy and conformity with regulations, divisional policies, and procedures; correct or resolve outstanding or incorrect items before management signature.
Operate office equipment and computers using desktop applications and corporate systems.
Respond to enquiries and complaints from senior staff, the public, elected officials, agencies, and other levels of government; record detailed messages.
Screen, review, and prioritize incoming correspondence and initiate responses on matters not requiring management’s personal attention.
Track and follow up on requests and ensure deadlines are met.
Coordinate and maintain office record and retrieval systems in accordance with Corporate Record Management guidelines.
Order and maintain inventory of office supplies and equipment.
Assist with unit budget administration.
Maintain awareness of municipal matters, divisional administrative systems and procedures, divisional organizational structures, and major activities.
Prepare, format, and organize Council and Committee materials, including confidential and employee and labour relations items, background materials, and briefing notes, before signature.