Job ID: 37394
Job Category: Administrative
Division & Section: Toronto Building, Chief Building Official’s Office
Work Location: City Hall, 100 Queen St W, Toronto, M5H 2N1
Job Type & Duration: Permanent, Full-time
Salary: $62,480 - $75,087, TX0003, Wage Grade 4.0
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-union
Number of Positions Open: 2
Posting Period: 17-May-2023 to 01-Jun-2023
Job Summary:
As the Administrative Assistant 2, you will perform varied administrative duties and program support functions for the Chief Building Official’s Office and other units. You will use your administrative skills to deliver top-quality service and contribute to a positive team environment which values equity and inclusive behaviours while actively contributing to achieving the mission, goals and objectives of the Toronto Building Division.
Major Responsibilities:
- Provides administrative support to the Chief Building Official in the day-to-day operations of the unit and provides related support to senior management in other units as and when required. May provide work direction and training to staff.
- Works with confidential materials for senior management and exercises independent judgment and discretion in dealing with highly confidential operational matters with management staff.
- Works collaboratively with other administrative staff as a team and provides back-up support in each other's absence.
- Prepares and processes documents of a confidential nature related to human resources, negotiations, fraud and waste hotline, bargaining, contingency planning, pension and payroll, corporate initiatives, etc.
- Prepares and presents presentation material utilizing detailed layout and formatting.
- Conducts background research, investigations, retrieves and consolidates information from various sources.
- Handles scheduling of appointments and ensures appropriate information is provided to the Chief Building Official and senior management.
- Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration, etc.
- Prepare agendas, takes/transcribes minutes and follow-up, taking action when necessary and handling confidential and complex documents and reports.
- Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
- Drafts, composes and types correspondence, letters and memoranda, and routes or answers correspondence.
- Supports the Administrative Assistant 1 to screen, review and edit documents for accuracy and conformity with regulations, Division's policies and procedures, and corrects/resolves outstanding/incorrect items prior to the Division's Chief Building Official or other levels of management’s signature.
- Operate office equipment and computers utilizing a variety of desktop applications and corporate systems.
- Responds to enquiries and complaints from senior staff, the public, elected officials, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
- Screens, reviews and prioritizes incoming email (including mail) and initiates responses on matters not requiring the personal attention of the Division's Chief Building Official or other levels of management.
- Ensures that the tracking and following up of requests is maintained and deadlines are met.
- Coordinates and maintains an efficient and effective record and retrieval system for the office in accordance with the Corporate Record Management guidelines.
- Orders and maintains an inventory of office supplies and equipment.
- Assists with budget administration for the unit.
- Maintains continuous awareness of municipal matters, divisional administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative assistance.
- Supports the Administrative Assistant 1 to prepare and organize Council materials (including confidential and employment/labour relation matters), background, and briefing notes. Formats Committee reports prior to signature.
Key Qualifications:
- Considerable experience in providing administrative support duties to senior management, handling a broad range of administrative matters, standard office practices and procedures; including but not limited to maintaining schedules, planning and organizing appointments, meetings, interviews and special events.
- Considerable experience taking minutes at meetings, required follow-up activities, and handling confidential and complex documents, reports and information for senior management.
- Considerable experience in the use of a variety of software packages and various databases including advanced knowledge of Microsoft Office 365, i.e. Word, PowerPoint, Excel and Outlook, to prepare presentations, correspondence, statistical reports and charts related to organizing, analyzing and reporting accurate data.
- Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, and tables which are free of grammatical and typographical errors.
- Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters with senior management.
- Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, with elected officials, members of the public, external agencies and all organizational levels.
- 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.
- Strong analytical, research and problem solving skills.
- Ability to work independently and effectively with minimal supervision, prioritizing work schedule and completing assigned duties within timelines.
- Must be resourceful, adaptable, and possess political acumen and discretion.
- Must be flexible to work long hours during peak periods, including weekends and evenings as required.
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
Accommodation
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. Learn more about the City’s Hiring Policies and Accommodation Process.
