Wednesday, February 1, 2023

Jobs in Toronto

Job Details

Hiring Organization Toronto Transit Commission
Post Name Administrative Assistant
Qualification Post-Secondary Education
Industry Private
Employment Type Full Time
Work Hours 8 Hours
Salary CAD 69342 To CAD 86687 Per Year
Location Toronto, Ontario, Canada M4S 1Z2

Job Description

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.”

General Accountability

Reporting to the Head, Property, Planning, and Development, the incumbent is responsible for providing direct administrative support to the Head and for ensuring that efficient and effective administrative office support services are maintained for the Property, Planning, and Development Department.  

The incumbent plans and coordinates the daily activities and meeting schedule of the Head’s office; coordinates the preparation of written responses to internal and external communication requests; coordinates reporting from the Department to the TTC Board;

Researches information and prepares a variety of correspondence, reports and other material related to the work; carries out special assignments as directed; and provides guidance and direction to departmental staff regarding administrative functions, office procedures, and corporate policies.

Key Job Functions

  • Planning and coordinating the daily activities and schedule of the Head’s office
  • Coordinating and arranging external and internal meetings, and ensuring all relevant background material is provided
  • Processing and reviewing all incoming correspondence addressed to the Head and initiating action to be taken
  • Maintaining follow-up through a “bring forward” system to ensure that action requested on internal and external correspondence from the Chief Capital Officer (CCO) – Engineering, Construction and Expansion, and the Chief Executive Officer results in timely completion of responses    
  • Investigating and expediting various matters for the Head, including queries from TTC Executive and Senior Management, government offices, and consultants
  • Tracking, coordinating, and monitoring departmental activities/issues, projects, and priorities, and providing updates of same.
  • Answering and/or screening telephone inquiries and/or concerns/issues received from various internal/external sources
  • Composing replies to routine, confidential, and sensitive correspondence,  and investigating/composing replies to correspondence pertaining to various aspects of departmental activities for signature by the Head
  • Preparing and/or reviewing for accuracy and completeness, various reports, analyses, and recommendations as well as Staff Summary Sheets, recruitment requisitions, purchase authorizations, etc. as pertaining to areas of responsibility
  • Assisting with the preparation of the department’s budget which involves compiling budget data for reports and presentations
  • Coordinating the preparation of departmental Board/Committee of the Whole Reports to ensure Commission Agenda deadlines are met, which includes typing and tracking reports
  • Preparing project and technical slide presentations for Commission, Departmental, and public meetings;
  • Handling requests for information in the absence of the Head, where appropriate, or directing to appropriate areas within the Department/Commission
  • Inputting data and maintaining various computerized databases i.e. for correspondence, statistics, calendars, mail, etc.
  • Compiling and researching pertinent background information on requested matters for use by the Head or CCO and other personnel in the preparation of reports, letters, etc. 
  • Coordinating arrangements for meetings and ensuring all relevant background material, technical equipment, etc. is available
  • Editing and proofreading all completed correspondence forwarded to the Head‘s attention and/or signature for the Commission, external agencies, customers, etc., for content, style, grammar, punctuation, etc.
  • Organizing and maintaining the Head, files, manuals, and reference books
  • Providing guidance and direction to departmental staff regarding Commission and Department policies, protocol, and departmental practices and procedures
  • Initiating, developing, and coordinating office routines, processes, and standards for the department
  • Maintaining reference binders of the department’s Board Reports, Committee of the Whole Reports, and related slide presentations
  • Participating in various meetings/committees, taking notes on action items, and following up to ensure appropriate action is taken 

Key Job Functions Continued

  • Coordinating/assisting with office space relocations for the department including preparation of office design layouts, also arranging for furniture, office equipment, supplies, services, etc.
  • Liaising with various TTC Departments and outside suppliers as required for goods and services
  • Ensuring appropriate office equipment, automated/manual systems, and related procedures are in place and meet departmental needs
  • Providing training in the use of computerized equipment, and automated systems/procedures, including arranging for external training and providing guidance relative to the resolution of problems
  • Coordinating the recruitment process to fill vacant stenographic positions in the department which involves reviewing resumes, preparing questions, arranging and conducting interviews with senior staff, recommending the selection of successful candidates, and preparing approval documentation
  • Providing guidance and training to new support staff
  • Coordinating orientation for new employees and consultants to the Property, Planning, and Development Department
  • Planning and organizing own workflow to ensure the most efficient and productive results
  • Coordinating coverage for administrative support staff within the department for periods of absences
  • Demonstrates behaviors that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps 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.

Skills

  • Apply analytical skills
  • Use office technology, software, and applications
  • Communicate in a variety of mediums
  • Understand and apply administrative policies, processes, and procedures
  • Plan and organize activities/projects to meet section and organizational goals
  • Maintain documentation and historical records

Education and Experience

  • Completion of post-secondary education in office administration or the equivalent, combined with several years of progressively senior experience in an office administrative capacity. 
  • Proficient in the use of a personal computer and software applications relevant to the work (i.e. SharePoint, Word, Excel, PowerPoint, Access) 
  • Experience supporting senior leaders and/or executives in an administrative capacity

Additional Requirements

  • Sound knowledge of business administration concepts and practices combined with sound knowledge of modern office methods, procedures, practices, and equipment as well as research methods and techniques
  • Sound judgment; excellent organizational, interpersonal, oral, and written communication skills
  • Must be detail-oriented and possess sound judgment.  
  • Must have the ability to handle several responsibilities at once, under minimal supervision, take on special projects as assigned, and coordinate activities of others to accomplish objectives and meet deadlines.
  • Requires a high degree of confidentiality

Apply Now

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