ADMINISTRATIVE ASSISTANT 1
City Of Toronto
Toronto, ON
•2 hours ago
•No application
About
Job ID: 58461
Job Category: Administrative
Division & Section: Seniors Services & Long Term Care,
Work Location: Union Station, 65 Front Street West, Toronto
Job Type & Duration: Full-time, Permanent Vacancy
Salary: $73,495.00 - $96,567.00
Shift Information: Monday to Friday, 35 Hours Per Week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 19-Sept-2025 to 03-Oct-2025
The City’s Seniors Services and Long-Term Care Division supports Toronto seniors and residents in long-term care homes to have the healthiest, most fulfilling lives possible through exceptional care and services. Vulnerable individuals who reside in the community are supported through adult day programs, supportive housing services, tenancy support and homemakers and nurses services. CareTO is our brand for the culture change we are investing in for the City’s 10 directly operated long-term care homes (https://www.toronto.ca/community-people/housing-shelter/rental-housing-tenant-information/finding-housing/long-term-care-homes/careto/). The division values Compassion, Accountability, Respect and Excellence which shape our organizational culture, our priorities, and the experiences of all those who live, work, volunteer, and visit.
Major Responsibilities:
- Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses.
- Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Mayor's office, city councillors, and the Chief Administrative Officer and department staff.
- Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
- Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
- Responds and helps resolve issues of upset and concerned clients seeking redress.
- Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.
- Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof-reads own and other's material.
- Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
- Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
- Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins, and flyers.
- Co-ordinates labour disruption plans.
- Co-ordinates and maintains the records management system.
- Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
- Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
- Administers, prepares, processes, and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
- Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.
- Attends various meetings, events, hearings, and acts as the unit representative.
- May review applications from the public and handle special projects.
- Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
- Maintains petty cash.
- Monitors tracks and reports attendance management.
- Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure, and major activities in order to provide effective administrative assistance.
Key Qualifications:
Your application must describe your qualifications as they relate to:
Your application must describe your qualifications as they relate to:
- Extensive experience in providing administrative assistance to a management team, some of which must relate specifically to the actual duties and responsibilities as mentioned above.
- Considerable experience using Microsoft Office Suite (e.g. Microsoft Word, Excel, PowerPoint, Outlook, SharePoint) and experience with other software packages relevant to supporting the division's core requirements.
- Considerable experience gathering and analyzing information, drafting, proofreading, editing and the formatting of complex reports, correspondence, charts, tables and statements for senior management, Council and Committees.
- Ability to communicate (both orally and in writing) with senior government officials, media, and all levels of staff, including Councillors, with the ability to effectively problem solve.
- Ability in understanding and analysing financial reports.
- Knowledge of municipal operations that may include but is not limited to Council proceedings, corporate protocols and established Committee functions.
- Ability to deliver excellent customer service at all levels and with external partners; a flexible and willing 'can do' attitude.
- Excellent organizational and time management skills, including attention to details, ability to set priorities, meet deadlines and deal with conflicting priorities & work demands.
- Strong ability to handle confidential information appropriately, with discretion and diplomacy.
- Ability to use initiative and exercise judgement in identifying issues needing immediate attention and in identifying additional information needed to facilitate decision making.
- Ability to work in person at the main office (Union Station) on a hybrid basis.
As a condition of employment with the Seniors Services & Long-Term Care Division, selected candidates will be required to provide a satisfactory Police Reference Check (PRC) with vulnerable sector screening, tuberculosis screening and proof of immunization in accordance with the Fixing Long-Term Care Act, 2021 (O. Reg 246/22).
Equity, Diversity and Inclusion
The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.
Accommodation
The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.
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