Administrative Assistant 2

The City • Union, NJ

1d • Hybrid

About The Position

This is a permanent, full-time opportunity for an Administrative Assistant 2 where you can further develop your career path and gain insight into the City's Public Health Division and overall organization! As the Administrative Assistant, you will be supporting the Director of Operations & Business Services. In this role, you will use your administrative skills to deliver top-quality service and contribute to a positive team environment which values equity and inclusive behaviours. You will perform a variety of administrative functions, and actively contribute to achieving the mission, goals and objectives of Toronto Public Health.

Requirements

• Considerable experience providing administrative support to senior leaders, handling a broad range of administrative matters, standard office practices and procedures.
• Considerable experience organizing and scheduling meetings, conferences and special events.
• Considerable experience in the preparation, drafting and editing of standard correspondence and reports, charts, tables and statements.
• Considerable experience utilizing a variety of software packages (e.g., Microsoft Word, Excel, PowerPoint, Outlook, etc.).
• Strong analytical and problem-solving skills.
• Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines, deal with conflicting priorities and work effectively with minimal supervision.
• Excellent communication skills, both orally and in writing, including a strong command of grammar and writing skills for the purpose of proofreading and editing.
• Resourcefulness, adaptability and a high degree of initiative.
• Ability to work independently and in a team, in a politically sensitive environment, using sound judgement.
• Ability to prioritize multiple tasks and manage interruptions, assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the organization.
• Ability to deliver excellent customer service at all levels, including internal and external partners and stakeholders.
• Ability to research and prepare information in a timely manner.
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Responsibilities

• Monitors and controls the workflow of the Directorate, ensuring adherence to relevant policies.
• Handles scheduling of appointments and ensures that the appropriate information is provided.
• Conducts background research and investigations, and retrieves information on various issues.
• Coordinates meetings, events and schedules.
• Takes/transcribes minutes at meetings, events, etc., as required.
• Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the Division, and major activities in order to provide effective administrative assistance.
• Operates a variety of office equipment and computers, utilizing a variety of desktop applications and corporate systems.
• Checks work for accuracy and conformity with regulations, policies and procedures, and corrects/resolves outstanding/incorrect items prior to signature.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
• May provide work direction and training to assigned staff.
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
• Liaises and exchanges information with all levels of staff, elected officials and the public.
• Ensures that the tracking and following up of requests are maintained and deadlines are met.
• 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.
• Drafts correspondence composes and types letters and memoranda, and routes or answers correspondence.
• Prepares presentation material utilizing appropriate layout and formatting.
• Exercises caution and discretion with confidential information (e.g., labour relations).
• Prepares correspondence, including that of a confidential nature.
• Assists with budget administration for the Unit.
• Coordinates and maintains a complex record/retrieval system.
• Manages the procurement of supplies and maintains inventories.
• Prepares and organizes Council materials (including confidential and employment/labour relations matters), background, and briefing notes.
• Formats Committee reports.

Benefits

• The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
• 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed