ADMINISTRATIVE ASSISTANT TO DIRECTOR

at  City of Toronto

Job ID: 46156
Job Category: Administrative
Division & Section: Economic Development & Culture, EDC Museum & Heritage Services
Work Location: Various, see below
Job Type & Duration: Full-time, Permanent vacancy
Hourly Rate and Wage Grade: $35.17 - $38.53, Wage Grade 9
Shift Information: Monday to Friday, 35 hours per week
Affiliation: L79 Full-time
Number of Positions Open: 1
Posting Period: 01-Nov-2024 to 18-Nov-2024

YOUR APPLICATION MUST DESCRIBE YOUR QUALIFICATIONS AS THEY RELATE TO:

• Extensive experience performing administrative and secretarial duties for a senior manager and management team
• Considerable experience utilizing Microsoft Office Suite (Microsoft Word, Excel and PowerPoint), email, scheduling using an electronic calendar and the ability to utilize other software packages relevant to supporting the division’s core requirements including SAP and database management
• Considerable experience in preparing and formatting reports, briefing notes, correspondence and documents for senior managers, to boards, political leaders, committees and in creating presentations, while working independently within tight deadlines
• Considerable experience with financial policies and processes including purchasing, reviewing variance reports, and preparing final documentation

• 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 workplan 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.
• Ensure 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.
• Assist 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 Director’s mail, e-mails and enquiries as appropriate.
• Manages the Director’s schedule; eg: 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.