City of Toronto

Administrative Assistant

• 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.

Administrative Assistant 2

Project Manager

• Coordinate a team of client representatives, consultants, contractors, and intra/interdivisional stakeholders to implement design and construction projects
• Provide leadership and expertise in administrative, professional practice and technical matters pertaining to architecture and open space design, civil/mechanical/electrical and geotechnical engineering, and building science
• Verify, validate and prepare project scope and confirm program requirements with client and stakeholders
• Prepare Request for Proposals, Request for Quotations, and Tender Documents for consultant and contractor selection
• Evaluate proposals and construction tender documents, conduct consultant interviews and make award recommendations
• Prepare reports for Standing Committees and City Council and facilitate project-related meetings with stakeholders and public groups
• Prepare detailed construction budget estimates, monitor expenses, approve payments and manage project budgets
• Oversee and monitor progress through project lifecycle, ensure deliverables meet deadlines and KPIs
• Secure approvals from authorities having jurisdiction and liaise with regulators for site plan approvals, rezoning, permits
• Act as liaison between clients, consultants, contractors, suppliers and building inspectors; manage project communications and documentation
• Approve consultant design solutions, prepare initial design material, prequalification documents and maintain accurate project records
• Respond to bidder enquiries, prepare addenda, conduct site meetings, assist in resolution of claims and disputes
• Monitor conditions of assets and plan repairs and rehabilitations; inspect and supervise work in progress and ensure compliance with legislation and approved drawings and specifications
• Represent the City at site meetings, technical committees and community consultations
• Ensure compliance with Accessibility Design Guidelines, LEED, Toronto Green Standard, TransformTO Net Zero Strategy and Net Zero Carbon Plan
• Lead and coordinate project assistants and support staff
• Monitor construction projects for Health and Safety compliance and maintain records on infractions and accidents

Administrative Assistant 2

Senior Project Coordinator, Architecture