City of Toronto

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Administrative Assistant 1

May 25, 2017
Toronto, Ontario
Early Career

Job Description

Major Responsibilities:

The Administrative Assistant 1 reports to the General Manager and supports other designated senior manager(s), providing operational assistance in a variety of senior level administrative, secretarial and/or coordination functions.

  • Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses.
  • Coordinates daily administrative operation of the office of the General Manager by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff.
  • Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
  • Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients, families and staff and refers for appropriate action.
  • Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and Councillors, clients, the public, the media, community agencies, union representatives, Local Health Integration Networks (LHINS) and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
  • Responds and helps resolve issues of upset and concerned clients and/or their advocates seeking redress.
  • Manages and schedules daily appointments and activities; anticipates and initiates appropriate action in managing the General Manager's schedule, including research, preparing and screening information for meetings and appointments.
  • Administers, prepares, processes and composes documents, routine reports, presentation and meeting materials, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Prepares correspondence.
  • Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination.  May attend and take minutes at grievance hearings.
  • Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of materials. Takes/transcribes minutes of senior management meetings and follows-up taking action when necessary.
  • Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation, including AODA. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof-reads own and other's material.
  • Monitors all key reports required for Committees and Council and ensures deadlines are met. Reviews Council and standing Committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
  • Provides administrative/clerical support to the Division's program Advisory Committee.
  • Prepares and coordinates distribution of communication material within the division and to stakeholders including newsletters, bulletins and flyers.
  • Coordinates and maintains a records management system.
  • Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
  • Maintains discretion on all confidential or politically sensitive matters.
  • Maintains continuous awareness of current legislation, provincial, municipal and sector issues related to long-term care, City administrative systems, procedures and major initiatives in order to provide effective administrative assistance.
  • Coordinates labour disruption plans.
  • Performs other related work as assigned.

Key Qualifications:

  1. Extensive experience in the performance of secretarial and executive level administrative support duties to senior management, some of which must relate specifically to the actual duties and responsibilities described above.
  2. Extensive experience in scheduling meetings and events, taking minutes at meetings, with follow-up activities.
  3. Extensive experience preparing correspondence, presentations, statistical reports and charts using a variety of software packages including Microsoft Word, PowerPoint, Excel, Adobe and Outlook.
  4. Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, tables and statements to Council and Committees.
  5. Ability to communicate effectively, both orally and in writing, with the public, stakeholders, Councillors, senior government officials, and all levels of staff.
  6. Demonstrated ability to exercise independent judgement and discretion in dealing with confidential operational matters and management staff in the absence of the General Manager.
  7. Considerable experience in planning and organizing appointments, meetings and interviews.
  8. Highly developed customer service and interpersonal skills with the ability to appropriately interact with staff at all levels, Councillors, media, external agencies and members of the public.
  9. 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.
  10. Strong analytical and problem solving skills in combination with the ability to perform duties under minimal supervision.
  11. Ability to work beyond normal business hours and weekends, when necessary.

As a condition of employment with the Long-Term Care Homes & Services Division, selected candidates will be required to provide a satisfactory Police Reference Check (PRC) with vulnerable sector screening, tuberculosis screening and proof of immunization in accordance with the Long-Term Care Homes Act (O.Reg.79/10)

Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.

The City of Toronto is committed to fostering a positive and progressive workforce that is representative of the citizens we serve. We will provide equitable treatment and accommodation to ensure barrier-free employment.  In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto's Accommodation Policy, a request for accommodation will be accepted as part of the City's hiring process.

If you are invited to participate in an assessment process, kindly provide your accommodation needs in advance. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.

If you are an individual with a disability and you need assistance or an accommodation during the application process, please email us at, quoting the job ID # and the job classification title.