New Job Support Assistant A In Ontario

Job Category: Administrative

Division & Section: Shelter, Support & Housing Admin, SSHA Program Support

Work Location: Various Work Locations. For Details, See below.

Job Type & Duration: Full-Time, 3 Permanent vacancies

Hourly Rate: - $35.84 - $39.26

Shift Information: Monday to Friday, 35 Hours per week

Affiliation: L79 Full-time

Number of Positions Open: 3

Posting Period: 06-Jun-2022 to 20-Jun-2022

Location and Shift Information:

Birkdale Residence - 1229 Ellesmere Road

Robertson House - 291 Sherbourne Street

Program Support - 55 John Street

Major Responsibilities:

The Support Assistant A is responsible for the delivery and coordination of key administrative components within the portfolio. This posting is for multiple locations - Birkdale Residence -1229 Ellesmere Road, Robertson House - 291 Sherbourne Street and Program Support - 55 John Street. The Shelters provide short term accommodation for homeless individuals, along with other supports such as case management, meals and programming.

• Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, audit, control and coordination of various documentation and processes, records management, recommending modifications as required.

• Performs various purchasing functions including the development and review of procurement documents, preparation and coordination of purchase requisitions, monitoring and control of purchase orders/contracts, and expenditures, purchase card reconciliation, identification and investigation of issues and providing solutions to management in accordance with City’s purchasing and financial by-laws and procedures.

• Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation.

• Reviews and prepares reports on various accounting functions, including personnel/payroll, accounts payable, contracts and banking.

• Conducts analysis of variance reports and appropriate follow up of financial accounting issues and recommends and prepares needed corrective action in regards to revenues, expenditures and commitments. Coordinates with the Program Support Unit year end accounting requirements, including commitments and accruals.

• Ensures service delivery of the unit and monitors/controls unit work standards. Reviews various documents and processes/work for accuracy and conformity to city applicable policies and legislation, prior to authorizing. Identifies and recommends modifications and oversees implementation of changes. Assists with operational programs/functions.

• Administers, prepares, processes and composes documents, statistical summaries and reports. Assists with the development and documentation of policies and procedures for the unit and/or division.

• Reviews existing administrative procedures and systems, and develops innovative and effective processes for greater efficiency while adhering to City policies and guidelines.

• Interprets and applies regulations and practices. Prepares calculations and analysis of data. Compiles data for forecasting/budgeting. Reconciles, deposits/issues accounts, cash and statements.

• Monitors and controls workflow in the unit, including accounting and support operations, ensuring adherence to relevant policies, procedures and practices.

• Provides work direction, coordination, training and guidance to assigned staff.

• Operates computers utilizing and manipulating a variety of software packages. Prepares and/or presents presentation materials.

• Provides information and guidance to staff, the public, agencies, etc. both orally and in writing.

• Attends meetings and acts as the divisional and/or unit representative. Participates in corporate and divisional administrative and financial committees as required. Maintains ongoing relationships with appropriate staff within and external to the division.

• Maintains records and updates unit financial signing authority processes, ensuring compliance with divisional and corporate requirements.

• Coordinates meetings, events and schedules. Takes and transcribes minutes of meetings.

Key Qualifications:

Your application must describe your qualifications as they relate to:

You must also have:

• Knowledge of working with Indigenous populations and/or lived experience as an Indigenous person is considered an asset.

• Excellent organizational and time management skills, with the ability to perform in a high volume, high stress environment.

• Ability to identify and analyze problems or inefficiencies and develop effective solutions.

• Ability to provide work direction to clerical and administrative staff including training and orientation.

• Ability to meet deadlines and deal with conflicting priorities and work demands.

• Good knowledge and understanding of City’s By-Laws, policies and procedures with respect to purchasing, accounting, accounts payable, accounts receivable and financial reporting.

• Ability to communicate effectively both verbally and in writing with politicians, the public, and all levels of staff.

• Ability to deal with confidential materials and matters.

• An understanding of issues of homelessness, as well as the services provided by the Hostel Services Unit.

• Customer service skills working with clients, service providers, the general public and/or staff to address service inquiries, requests and/or complaints.

• Ability to work independently.

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 INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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.

Accommodation

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.