09 May

Administrative Assistant Director Jobs Vacancy in City Toronto Toronto

Position
Administrative Assistant Director
Company
City Toronto
Location
Toronto ON
Opening
09 May, 2018 16 days ago

City Toronto Toronto urgently required following position for Administrative Assistant Director. Please read this job advertisement carefully before apply. There are some qualifications, experience and skills requirement that the employers require. Does your career history fit these requirements? Ensure you understand the role you are applying for and that it is suited to your skills and qualifications.

Follow the online directions, complete all the necessary fields, and provide all relevant information so your application is submitted correctly. When you click the 'Apply this Job' button (open in new window) you will be taken to the online application form. Here you will be asked to provide personal and contact details, respond to employment-related questions, and show how you meet the key selection criteria.

Administrative Assistant Director Jobs Vacancy in City Toronto Toronto Jobs Details:

Major Responsibilities:
Reporting to the Director, the Administrative Assistant to Director provides the primary assistance to the Director through the coordination of work, information, and calendars. The incumbent will produce minutes of section, committee meetings and other documents, input, verify and track financial data in databases, prepare materials for distribution, and assist with customer responses:
  • Performs specialized and senior level administrative tasks; including preparation, investigation, research, review, and the overseeing of projects.
  • Communicates with various internal divisions in the coordination of projects and/or activities and liaises with external parties on administrative matters on behalf of the Director.
  • Identifies, screens/prioritizes issues and initiates responses on behalf of the Director.
  • Prepares and composes documents, summaries and reports.
  • Prepares draft agendas, attends meetings, takes/transcribes/distributes minutes and provides status report to Director on followed-up action items.
  • Coordinates special events, workshops; coordinates meetings and schedules, and adjusts work plan to meet unscheduled events; organizes/coordinates and attends quarterly Management Team Meetings and monthly Manager Meetings.
  • Provides work direction, training and guidance and acts as a resource to support/clerical staff.
  • Reviews correspondence and contract documents for accuracy and conformity to policies and procedures and signing authorities.
  • Locates/extracts and consolidates information required in reports and correspondence. Undertakes research/analysis and prepares reports on the various issues/findings.
  • Organizes and maintains Director’s filing system.
  • Prepares/processes documents and handles issues of a confidential/sensitive nature.
  • Acts as Divisional liaison when dealing with Councillors and Division Heads.
  • Handles enquiries regarding operational policies/practices, general public and stakeholder enquiries/concerns and deals with FOI requests in accordance with the City’s FOI protocols.
  • Assists in the preparation of briefs, presentation/meeting materials.
  • Develops and maintains linkages and contacts with staff, Councillors, and other levels of Government, ABCDs, the public, and private institutions that have regular contact with Director.
  • Maintains an awareness of corporate/cluster/divisional administrative systems, issues and initiatives.
  • Ensures that reports are finalized, and submitted to Council, Standing Committees and Community Councils adhering to closing deadlines.
  • Identifies items for the Director that have potential impact on operations, compiles background information on agenda items to ensure information is readily available to Director. Monitors and reviews committee and council agendas, flagging items of divisional impact and identifies these issues and initiates responses.
  • Makes recommendation of new/modified administrative functions and their implementation.
  • Follows up on Decisions of Council to ensure recommendations are adhered to.
  • Provides follow-up to assignments given to management staff; provides status reports to the Director.
  • Assists in Budget information compilation of data for forecasting and co-ordination between sections/units. Monitors/maintains and balances petty cash fund, purchasing records, invoices and items requiring Director’s signature.
  • Maintains records related to budget administration.
  • Arranges business travel including conference registration, accommodation and cash advances. Reviews accuracy of expense claims.
  • Organizes and maintains policy and procedure manuals. Operates computers utilizing and manipulating a variety of software packages.
  • Reviews, prioritizes, distributes and/or responds to Directors mail, e-mails and enquiries as appropriate.
  • Manages the Director’s schedule, e.g. arranges business travel including conference registration, accommodations, schedules interviews, general meetings.
  • Maintains various staffing records, such as attendance register, establishment lists, requests for staff, EOCR’s and individual employee files, on behalf of Director.
  • Orders/maintains and oversees the purchase/lease regarding the inventory of office equipment/supplies and maintenance and liaises with computer/printer service contractors.
Key Qualifications:
Your application must describe your qualifications as they relate to:
  • Extensive experience performing administrative and secretarial work for a senior manager and divisional team.
  • Considerable experience utilizing a variety of software programs (e.g. Microsoft Word, Excel, PowerPoint, Access, SAP and E-time).
  • Experience in preparing and formatting reports, correspondence and documents for Council, Committee and public hearings.
  • Experience creating presentations, drafting letters and memos and ability to organize, anticipate issues, and perform work with little supervision.
  • Experience with filing systems and the management of large volumes of information both hard copy and electronic.
You must also have:
  • Independent judgement and discretion in dealing with confidential business proposals and information as well as staff matters such as performance reviews and salary increments.
  • A thorough understanding of the work of Parks, Forestry and Recreation Division.
  • Ability to take minutes of committee proceedings, to reply to committee questions on the wording of motions and to prepare final minutes of a meeting.
  • Knowledge of City and Divisional policies and procedures, municipal government operations, council and committee proceedings.
Excellent interpersonal skills with the ability to communicate effectively, both orally and in writing, with politicians, business executives, senior managers and staff.
Accommodation: The City of Toronto is committed to fostering a positive and progressive workforce reflecting the citizens we serve. We 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. You can request for accommodation related to the protected grounds at any stage of the City's hiring process, i.e., application, assessment and placement.
If you are an individual with a disability and you need accommodation in applying for this position, please email us at application.accommodation4@toronto.ca, quoting the job ID #2303427 and the job classification title.
If you are invited to participate in the assessment process, we ask that you provide your accommodation needs in advance at that time. 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.


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