City of Toronto

Administrative Assistant 2

City of Toronto

full-time

Posted on:

Location Type: Hybrid

Location: Toronto • 🇨🇦 Canada

Visit company website
✨ AI Apply
Apply

Salary

💰 CA$63,419 - CA$80,823 per year

Job Level

Mid-LevelSenior

Tech Stack

ServiceNow

About the role

  • 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.

Requirements

  • Post-secondary education in Business Administration or a similar related discipline, or the approved equivalent combination of education and/or experience.
  • Experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, and triaging responses to emails.
  • Experience utilizing Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook); SAP (SuccessFactors); and ServiceNow.
  • Experience working with and preparing, complex reports, correspondence, and documents for management.
  • Experience taking minutes and handling confidential materials/information.
  • Experience with electronic filing systems, records retention policies & practices.
  • Excellent organizational and time management skills including attention to detail, ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands.
  • Strong analytical and problem-solving skills in combination with the ability to handle sensitive issues using strong political acumen.
  • Ability to research and compile data in a timely fashion.
  • Ability to provide work direction to other support staff.
  • Excellent verbal & written communication skills.
  • Ability to work both independently and in a team environment to coordinate work assignments.
Benefits
  • Hybrid Work Policy
  • Equal opportunity employer
  • Accessible and inclusive organization

Applicant Tracking System Keywords

Tip: use these terms in your resume and cover letter to boost ATS matches.

Hard skills
administrative dutiesclerical functionscalendar managementminute takingreport preparationdata assessmentrecords retentionconfidential information handlingbudget administrationprocurement card management
Soft skills
organizational skillstime managementattention to detailanalytical skillsproblem-solving skillspolitical acumencommunication skillsindependent workteam coordinationprioritization
Certifications
post-secondary education in Business Administration