Hybrid Administrative Assistant 2

at City of Toronto

• Job title: Administrative Assistant 2
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: CA$63,419 - CA$80,823 per year
• Degree requirement: Associate's Degree
• Tech skills: ServiceNow
• Location requirements: Hybrid, Toronto, Canada

About the role

• Administrative Assistant supporting various Deputy Chief Technology Officers and Directors in Technology Services Division. Handling scheduling, correspondence, and administrative duties with a focus on organization and communication.

Responsibilities

• Reporting to various Deputy Chief Technology Officers and/or Directors in the Technology Services Division, the Administrative Assistant 2 performs varied administrative duties and program support functions.
• Performs varied administrative duties and clerical functions in connection with the operation of the Technology Services Divisions.
• May provide work direction and training to assigned staff.
• Handles scheduling of appointments for the Deputy, Chief Technology Officer and/or Directors and ensures that the appropriate information is provided.
• Coordinates meetings, events and schedules.
• Takes/transcribed minutes as required.
• Coordinates and maintains a complex record/retrieval system.
• Maintains supplies and inventories.
• Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature by the Deputy, Chief Technology Officer and/or Directors.
• Assists with budget administration and the management of the sections Procurement Card expenses.
• Conducts background research, investigations and retrieves information on various issues.
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response on behalf of the Deputy, Chief Technology Officer and/or Directors.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
• Ensures that the tracking and following up of requests is maintained and deadlines are met.
• Monitors and controls the workflow of the Technology Services Division, ensuring adherence to relevant policies.
• Liaises and exchanges information with all levels of staff, elected officials and the public.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
• Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence for the Deputy, Chief Technology Officer and/or Directors.
• Exercises caution and discretion with labour relations, personnel and other confidential information.
• Types correspondence including that of a confidential nature, such as disciplinary letters.
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems.
• Prepares presentation material utilizing detailed layout and formatting.

Requirements

• Post-secondary education in Business Administration or a similar related discipline, or the approved equivalent combination of education and/or experience.
• Experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, and triaging responses to emails.
• Experience utilizing Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook); SAP (SuccessFactors); and ServiceNow.
• Experience working with and preparing, complex reports, correspondence, and documents for management.
• Experience taking minutes and handling confidential materials/information.
• Experience with electronic filing systems, records retention policies & practices.
• Excellent organizational and time management skills including attention to detail, ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands.
• Strong analytical and problem-solving skills in combination with the ability to handle sensitive issues using strong political acumen.
• Ability to research and compile data in a timely fashion.
• Ability to provide work direction to other support staff.
• Excellent verbal & written communication skills.
• Ability to work both independently and in a team environment to coordinate work assignments.

Benefits

• Hybrid Work Policy
• Equal opportunity employer
• Accessible and inclusive organization