City of Toronto

Toronto
This job is no longer available.

SUPPORT ASSISTANT A

Mar 23, 2017
Competitive
Toronto, Ontario
Entry Level, Early Career

Job Description:

Ensures effective service delivery of customer and administrative support functions relating to tribunal operations.

Major Responsibilities:

  • Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and co-ordination of various documentation and processes.
  • Administers, prepares, processes and composes complex documents, correspondence, statistical summaries and reports. Signs documents as a representative of the corporation.
  • Prepares calculations and analysis of data and compiles data for forecasting/budgeting.
  • Reconciles, deposits/issues accounts, cash and statements.
  • Reviews, coordinates, responds to and approves applications/plans from the public relating to appeal applications for minor variance and consent decisions from the Committee of Adjustments and/or administrative penalty review applications.
  • Interprets and applies regulations and practices.
  • Co-ordinates meetings, events and schedules which may include but not limited to scheduling roster assignments, hearings, business meetings and providing notification of such.
  • Provides work direction, coordination, training and guidance to assigned staff.
  • Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation. E.g. Rules of Practice and Procedure, Statutory Powers Procedure Act, Planning Act, bylaws.
  • Ensures service delivery of the unit and monitors/controls unit work standards including the availability of functioning resources.
  • Reviews processes/work for accuracy, prior to authorizing.
  • Identifies and recommends modifications and oversees implementation of changes and assists with operational programs/functions.
  • Operates computers utilizing and manipulating a variety of software packages which may include but not limited to digital audio recording, queuing system, case management, imaging, notice generation, spreadsheets, databases and schedules.
  • Prepares and/or presents presentation materials.
  • Responds to detailed enquiries and complaints, provides assistance and takes appropriate, immediate action for escalated situations to ensure resolution and to preserve security and integrity.
  • Investigates problems and procedural inefficiencies, developing solutions, and recommending modifications, and reporting, as required.
  • Provides information and guidance to staff, Hearing Officers, Councillors, the public, agencies, legal profession and other levels of government etc. orally or in writing.
  • Attends meetings and hearings as the division and/or unit representative.
  • Takes and transcribes minutes.

SAA Key Qualifications:

  1. Post-secondary education or diploma in a related discipline (Court and Tribunal Administration, Public Administration, Planning, Urban Studies) combined with relevant experience, or equivalent combination of education and experience.
  2. Experience providing work direction, training, guidance and support to clerical staff and promoting teamwork.
  3. Experience with computerized case management and other related systems (e.g. IBMS, DAR, AIC, etc.) and experience in Microsoft Office (Word, Excel, PowerPoint, MS Access etc.).
  4. Experience applying relevant policies, procedures, regulations and legislation relating to tribunal and business administration (Planning Act, Statutory Powers Procedure Act, City of Toronto Act 2006, Committee of Adjustment, and Community Planning).

You Must Also Have:

  • Highly developed customer service and interpersonal skills with the ability to exercise independent judgment and discretion in dealing with confidential matters.
  • Highly developed oral, written and presentation skills that reflect the professional standard of the tribunal and the ability to compose correspondence, reports, memoranda and summaries requiring the interpretation and application of a wide range of administrative/accounting practices.
  • Knowledge of office systems, practices and procedures, with the ability to identify and analyze problems and inefficiencies and to develop effective solutions.
  • Well-developed organizational skills with the ability to manage conflicting priorities.
  • Proof reading skills and the ability to perform detailed computation and calculations.
  • Ability to type a minimum of 40 wpm.
  • Ability to work flexible and/or varied work hours.
  • Working knowledge of the Occupation Health and Safety Act.

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