New Job Administrative Assistant 1 In Ontario



Company : City of Toronto
Salary : $70,980 - $83,411 a year
Location : Ontario

Full Description

    Job Category: Administrative
    Division & Section: Public Health, PH Strategy & Preventive Health
    Work Location: 277 Victoria Street, Toronto, M5B 2L6
    Job Type & Duration: Full-time, Permanent Vacancy
    Salary: $70,980.00 - $83,410.60, TX0002, Wage Grade 5.0
    Shift Information: Monday to Friday, 35 hours per week
    Affiliation: Non-Union
    Number of Positions Open: 1
    Posting Period: 13-JAN-2022 to 23-JAN-2022

Job Description

Are you ready for your next career move? Are you a detail-oriented, organized individual who thrives in a challenging role? If so, consider this permanent, full-time opportunity of an Administrative Assistant 1 where you can further develop your career path and gain insight into the City's Public Health division and overall organization!

As the Administrative Assistant 1 in the Office of the Medical Officer of Health, you will work collaboratively in a senior-management environment where your executive-level administrative skills will be relied upon daily to deliver top quality support in a fast-paced and complex municipal government setting. Your sound communication skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the team that is responsible for the provision of Public Health.

Major Responsibilities:

Reporting to the Director of Strategic Policy & Programs, Community & Social Services, your primary responsibilities in the Administrative Assistant 1 role will be varied, but may include:

Office Administration:

  • Provides senior level administrative support, advice and guidance on key initiatives and policies.
  • Reviews and directs incoming correspondence, phone calls, and initiates responses.
  • Manages and schedules daily appointments and activities; arranges meetings and business travel.
  • Support the organization of the daily schedule around urgent requests from the Mayor's office, city councillors, and the Chief Administrative Officer and department staff.
  • Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff as required.
  • Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
  • Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. 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.
  • Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
  • Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.

Human Resources & Financial Management

  • 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.
  • Co-ordinates labour disruption plans.
  • Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, and/or registration. Takes/transcribes minutes and follows-up taking action when necessary.
  • Monitors tracks and reports attendance management.
  • Maintains staffing and recruitment information and documentation.
  • Manages petty cash and coordinates the submission of petty cash reimbursements, supplier payments and other administrative matters for the office.

Communications and Issues Management

  • Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division, including newsletters, bulletins and flyers.
  • Responds and helps resolve issues of upset and concerned clients seeking redress.
  • Attends various meetings, events, hearings, and acts as the unit representative.
  • May review applications from the public and handle special projects.

Council and Committee Agenda Management

  • 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.
  • Organizes and maintains up-to-date manuals, such as Council and corporate administrative policies and guidelines.

Reporting and Record-Keeping

  • Administers, prepares, processes 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. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
  • Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
  • Co-ordinates and maintains the records management system.
  • Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Key Qualifications:

Your application must describe your qualifications as they relate to:

  • Considerable experience providing administrative support to senior level management, handling a broad range of administrative matters, standard office practices and procedures.
  • Considerable experience in the preparation and drafting of standard correspondence and reports, including editing the layout and formatting of complex reports, presentations, e-mail correspondence, charts and/or tables.
  • Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up.
  • Considerable experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
  • Proficiency utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.) and aptitude.
  • Highly developed customer service and interpersonal skills with the ability to deliver excellent customer service at all levels and with external partners and stakeholders.
  • Strong analytical and problem solving skills.
  • Ability to prioritize multiple tasks and manage interruptions, to assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the Division.
  • Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, deal with conflicting priorities and work demands.
  • Considerable knowledge of municipal operations that may include but is not limited to council proceedings and Freedom of Information.
  • Ability to work independently, in a politically sensitive environment, using sound judgement.
  • Ability to provide work direction to other support staff.
  • Ability to research and prepare information in a timely manner.
  • Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
  • Excellent communication skills, both orally and in writing. A strong command of grammar and writing skills for the purpose of proof reading and editing.
  • Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
  • Must be resourceful, adaptable and possess a high degree of initiative.
  • Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's Mandatory Vaccination Policy. Candidates will be required to show proof of vaccination during the recruitment process.

Note To Current City of Toronto Employees

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.


The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.

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