Assistant, Engineering Office

at  Toronto Transit Commission

JOB INFORMATION

Requisition ID: 9670
Number of Vacancies: 1
Department: Streetcar Infrastructure (20000709) - Streetcar Way Engineering (30000116)
Salary Information: $58,767.80 - $73,491.60
Pay Scale Group: 5SA
Employment Type: Regular
Weekly Hours: 35, Off Days: Sat/Sun Shift: Day
Posted On: June 19, 2024
Last Day to Apply: June 25, 2024
Reports to: Manager, Way Engineering
The Toronto Transit Commission (TTC) is North America’s third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC’s vision is to be a transit system that makes Toronto proud. The TTC’s recruitment efforts are directly aligned to its mission of providing “a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy.”

WHAT SKILLS DO YOU BRING?

• Plan and organize activities / projects to meet section and organizational goals
• Create, document, and manage information and records
• Use office technology, software and applications
• Maintain documentation and historical records

WHAT QUALIFICATIONS DO YOU BRING?

• You have a post-secondary education in office administration or a related discipline, or a combination of education, training and experience deemed to be equivalent;
• You bring significant prior administrative or clerical experience in a similar work environment, supporting a team of professionals and coordinating office activities;
• You can work independently and are a “self-starter”, with strong critical thinking abilities;
• Knowledge of records management, engineering disciplines and technical terms applicable to the work is a strong asset;
• You have sound knowledge of business administration concepts and practices, including research methods and techniques;
• You are proficent in the use of Microsoft Office (i.e. Outlook, Word, Excel, PowerPoint and Access) and can prepare and edit documents, spreadsheets, presentations, etc.
• You have proven time management and organizational skills with the ability to meet established deadlines;
• You have demonstrated good interpersonal and communication skills to gather and exchange information with a variety of stakeholders;
• Strong written communication skills, with an ability to prepare, proofread, or edit various memos, reports or technical documentation;

Reporting to the Manager, Way Engineering, you will support the Way Engineering section by providing general daily administrative and clerical support, and coordinating a variety of office activities to ensure work flows efficiently and smoothly.
You will be responsible for organizing and coordinating office schedules, timekeeping/payroll documentation and requests, as well as processing, tracking, and approval coordination of invoices and purchase requisitions. The team will also rely on you to support a meetings, from scheduling and coordination, minute-taking and distribution, and post-meeting support (tracking and following up on action items).
You will also assist in the coordination of projects by collecting information or progress updates from internal or external stakeholders, in accordance with established schedules, procedures, and protocols.
As the “go-to” person for the section, you will handle IT requests, training requests, and the procurement of supplies, materials, equipment, and perform other duties as required to support the section.
You will participate in the TTC’s Customer Service Ambassador Program. You will demonstrate behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. You will help to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.