SUPPORT ASSISTANT C

City of Toronto•Toronto, ON

11d•Onsite

About The Position

Reporting to the Manager/Deputy Secretary Treasurer Committee of Adjustment, the incumbent will perform a variety of clerical and administrative functions in support of the Committee of Adjustment section of the Development Review Division.

Requirements

Experience working in a customer service environment, interacting with all levels of staff and the public, and responding to inquiries via multiple email accounts, telephone, and written correspondence.
Experience accurately recording and transcribing formal meeting minutes.
Experience managing filing systems and large volumes of information, both hard copy and electronic, including the circulation and tracking of project materials under review.
Proficiency with Microsoft applications (Word, Excel, Outlook, and Teams), Adobe Acrobat (including merging and formatting documents), spreadsheets, scheduling, hosting meetings, and navigating web-based resources.
Experience performing a range of clerical and administrative support duties.
Excellent computer skills and ability to work with web-based services such as WebEx and Microsoft Teams.
Experience coordinating virtual and in-person meetings, including arranging meeting rooms, and handling special requirements for meetings.
Ability to work effectively in a team environment.
Ability to provide customer service to a broad range of stakeholders (i.e. staff, Councillors, public) and respond to issues as they arise in person, by telephone and in writing.
Good organizational skills with an attention to detail, record keeping and multitasking skills with the ability to set priorities while being flexible in a fast-paced environment with tight legislated deadlines while working with minimum supervision.
Good written communication skills to compose correspondence and edit and proofread documentation.
Problem solving and decision-making skills with the ability to handle and resolve difficult situations in a professional manner.
Knowledge of the Accessibility for Ontarians with Disabilities Act (AODA), the Occupational Health and Safety Act and all relevant regulations that apply to the job duties.
Ability to work with various filing systems and manage large volumes of information both hard copy and electronic.
Ability to apply independent judgement and discretion in dealing with confidential information.
An understanding of urban development and municipal government business procedures.
Ability and willingness to work some evenings.

Responsibilities

Supports the customer service counter by receiving applications from the public and ensuring accuracy and completeness
Responds to inquiries made in person, by phone, or in writing that requires a broad knowledge of the operational area/function or refers to appropriate personnel
Prepares researches, maintains and processes documents including proof reading, printing and photocopying
Inputs, updates and maintains data as it relates to the program area
Drafts correspondence and creates documents for Manager's signature
Operates office equipment and computers utilizing a variety of software packages, applying speed and skill
Prepares presentation materials, forms etc. Utilizes layout, formatting and keyboarding skills using computer
Maintains filing and retrieval systems for section files
Coordinates meeting rooms, bookings and special requirements for meetings
Prepares, sorts, processes, collects, opens, distributes and delivers mail and assists with the distribution of public hearing notices
Attends meetings and public hearings that may extend beyond regular work hours to take and transcribe minutes
Monitors, orders and maintains supplies/resource materials for unit or other locations
Provides clerical assistance to the Administrative Support team and performs related work assigned