Salary Range: $63,419.00-$80,823.00
Hiring Zone: $68,515 to $74,285
This is an exciting time to join Fleet Services Division. The successful candidate will support multiple teams within the division, via the General Manager's Office. Our work ranges from Operations of garages, Ferry operations and services, procurement and asset management, business intelligence and safety and advancing the city fleet’s sustainability and transformation initiatives. The AA team manages relationships with a variety of internal and external stakeholders, and works closely with the wider Corporate Services team, other Administrative Assistants and staff within the CMO and the Deputy City Managers' Offices (DCMOs). This is a collaborative team environment that works to deliver on all aspects of the Fleet operation.
Major Responsibilities
In this role the Administrative Assistant 2 will provide a variety of administrative functions in support of the GMO including:
Performs varied administrative duties and clerical functions to support the operation of the overall division.
Exercises caution and discretion with reports, correspondence, labour matters, personnel and other confidential information. Prepares correspondence including that of a confidential nature, such as disciplinary letters or letters of offer.
Schedules appointments, books virtual or in-person meeting space and ensures participants have all required information.
Coordinates meetings, events and schedules. Takes/transcribes notes and follows up on information requests as required.
Conducts research and retrieves and stores information on various issues, including in databases and record management systems.
Screens, reviews and prioritizes incoming hardcopy and electronic mail, processes correspondence, and initiates, tracks, and provides initial response.
Maintains tracking and following up of requests and ensures deadlines are met.
Liaises with and supports the exchange of information with all levels of staff, elected officials, Accountability Officers, public appointees and the public.
Prepares and processes various documents, summaries and reports requiring the compilation of information, assessment of policies and analysis of data. Drafts correspondence, composes and prepares letters and memos and routes or answers correspondence.
Checks work, including draft reports, presentations, memos, briefing notes and correspondence for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
Operates various office equipment and computers using a variety of desktop applications and corporate systems. Prepares presentation materials ensuring detailed layout, formatting and accuracy.
Coordinates and maintains complex record/retrieval system. Maintains supplies and inventories.
Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government applying in-depth knowledge of procedures, regulations, criteria, etc., records detailed messages, and tracks follow up.
Actively participate and lead various Divisional activities such as Divisional Newsletter, Events, and various Divisional committees, such as Social Committee.
Maintains continuous awareness of municipal matters, divisional administrative systems and procedures, organization structures in the division, and major activities to provide effective administrative assistance.
Key Qualifications
Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, as well as deal with conflicting priorities and work demands in a fast-paced environment.
Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, correspondence, charts, tables, and statements to Council and/or Committees.
Considerable experience preparing agendas, taking minutes at meetings, and identifying items for follow up.
Considerable experience working with confidential materials and/or information
Considerable experience with a variety of software packages including Microsoft 365, Word, Excel, PowerPoint, Outlook, SharePoint and virtual meeting technologies. Experience with Salesforce and WordPress is an asset.
Excellent communication skills, both verbal and written. A strong command of grammar and writing skills for the purpose of proof-reading and editing.
Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels of the organization, members of Council, and external partners and stakeholders.
Strong analytical and problem-solving skills.
Ability to work independently, in a politically sensitive environment, using sound judgement.
Ability to support Toronto Public Service values to ensure a culture that champions equity, diversity, and respectable workplaces.
Knowledge of government/public sector operations and asset.
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
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
The City of Toronto is committed to fostering a positive and progressive workplace culture, and strives to build a workforce that reflects the citizens it serves. We are committed to building a high performing public service, with strong and effective leaders to enable service excellence, through high engagement and healthy and safe workplaces.
Toronto is home to more than 2.9 million people whose diversity and experiences make this great city Canada’s leading economic engine and one of the world’s most diverse and livable cities. As the fourth largest city in North America, Toronto is a global leader in technology, finance, film, music, culture, and innovation, and consistently places at the top of international rankings due to investments championed by its government, residents and businesses.
Toronto Public Service consists of approximately 35,771 employees, providing programs and services to Toronto residents, businesses and visitors. Additionally, the City of Toronto has a number of agencies and corporations including the Toronto Police Service, Toronto Public Library and the Toronto Transit Commission, which make up the broader municipal organization.
There are 44 operating divisions and offices providing an extensive level of programs and services. We offer diverse career opportunities across a wide variety of professional, trade, administrative, managerial and other employment roles.
The Toronto Public Service has won numerous awards for quality, innovation and efficiency in delivering citizen-focused services. We are proud to have been named one of Canada's Top 100 Employers, Canada's Best Diversity Employers, Top Family Friendly Employers and Greater Toronto's Top Employers.
Consider joining the award-winning Toronto Public Service and help us make a difference in a great City!
