City of Toronto

Toronto

Administrative Assistant 2

Jun 30, 2017
Competitive
Toronto, Ontario
Early Career

Job Description

The City of Toronto's Fleet Services Division (FSD) provides a full range of fleet management services for city Divisions and Agencies.  We direct the management of the City's fleet including the acquisition, maintenance and disposal of assets based on lifecycle and operational analysis; along with the City's industry leading Green Fleet Plan and fuel management infrastructure, encompassing over 13,000 assets.  FSD directly maintains and repairs 5,200 assets, manages the City's commercial fleet safety and compliance and trains, tests and certifies 11,000 employees who are required to operate City vehicles and equipment.  The City of Toronto has one of the most complex Fleets in North America consisting of over 1,000 vehicle and equipment types and models ranging from light to heavy duty to specialized vehicles, and off-road equipment.

Major Responsibilities:

  • Performs varied administrative duties and program support functions for the General Manager, Fleet Services Division (FSD).
  • Provides senior level administrative support on key initiatives and policies. Screens, reviews and prioritizes incoming correspondence, phone calls, and initiates responses. Prioritizes issues/items for action and decision making in connection with the operation of the organizational unit.
  • Manages and schedules daily appointments, events and business-related activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Chief Corporate Officer, senior staff, the Mayor's office and City Councillors.
  • Prepares and processes various confidential documents/statistical summaries/reports requiring the assessment and analysis of data and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices
  • Prepares complex calculations and analysis of data.
  • Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials on various software, including PowerPoint
  • Manages special projects, as assigned
  • Coordinates meetings, special events, schedules, workshops, grievances, labour management meetings, food services, printing of conference materials, registration, takes/transcribes minutes and follows up taking action when necessary
  • Required to be knowledgeable of divisional operations. Maintains a continuous awareness of corporate and divisional administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance
  • Drafts correspondence, composes letters, and memoranda, and routes or answers correspondence. Includes documents of a confidential nature related to human resources, negotiations, fraud and waste hotline, bargaining, contingency planning, pension and payroll, corporate initiatives, alternate service delivery, etc.
  • Exercises caution and discretion with labour relations, personnel and other confidential information.
  • Effectively handles inquiries, complaints and requests from all levels of staff, other government agencies, and media, elected officials or members of the public and resolves customer service issues.
  • Screens, checks work and financial signing documents for accuracy and conformity with regulations, Corporate/Cluster policies and procedures and corrects/resolves outstanding/incorrect items prior to the General Manager's and/or Chief Corporate Officer's signature.
  • Coordinates responses for the General Manager, Fleet Services on Fleet programs and general requests and ensures that the tracking and following up of requests is maintained and deadlines are met.
  • 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.
  • Prepares and organizes Committee and Council materials, including confidential and employment/labour relation matters, background, briefing notes. Formats Committee reports prior to signature.
  • Supports the coordination of divisional contingency plans.
  • Coordinates and maintains an efficient and effective record/retrieval system for the General Manager's office.
  • Assists with budget administration for the unit. Processes payments, and maintains accurate accounting records.
  • Other duties as required to support the General Manager and Division.

Key Qualifications:

  • Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
  • Considerable experience with conducting research, gathering information, drafting, editing and the formatting of complex reports, correspondence, charts, tables and statements for Senior Management, Council and Committees.
  • Considerable experience in taking minutes at meetings, required follow up activities.
  • Considerable experience in the use of a variety of software packages including advanced knowledge of Visio and Microsoft Office Suite (such as Word, PowerPoint, Excel and Outlook), to prepare correspondence, presentations, create statistical reports and charts related to organizing, analyzing and reporting data.
  • Experience working with sensitive materials/information for senior management and ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with management staff.
  • Experience in developing and implementing administrative work procedures and systems.
  • Experience in planning and organizing appointments, meetings, interviews, conferences and special events.
  • Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level, members of the public and external partners and agencies.
  • Excellent organizational and time management skills, including attention to details, ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
  • Strong analytical and problem solving skills with the ability to manage interruptions, demonstrate initiative and assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
  • Demonstrated knowledge of, and the ability to handle municipal operations, Council proceedings, and current political issues.
  • Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
  • Must be flexible to work long hours in peak periods and be able to work flexible hours.

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 application.accommodation3@toronto.ca, quoting the job ID # and the job classification title.

How to Apply