SUPPORT ASSISTANT B

Job title:

SUPPORT ASSISTANT B

Company

City of Toronto

Job description

Job ID: 45613Job Category: AdministrativeDivision & Section: Toronto Water, TW Customer & Technical SupportWork Location: 275 Merton St.Job Type & Duration: Permanent, Full-timeHourly Rate: $33.34 – $36.55Shift Information: Monday to Friday, 35 hours per weekAffiliation: L79 Full-timeNumber of Positions Open: 1Posting Period: 09-APR-2024 to 23-APR-2024Major Responsibilities:

• Performs varied administrative tasks involving the preparation of correspondence, research, reconciliation of data and assistance with all aspects related to the administration of service programs.
• Prepares manuals, reports, statistical letters, memoranda, minutes and other documents in accordance with City standards. Applies and checks layout and formatting guidelines; proof reads own and other’s material.
• Prepares and updates supporting documentation for various program files and applications.
• Reviews incoming applications for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items.
• Responds to e-mails, telephone and in-person inquiries from Members of Council, senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations, criteria and Committee and Council decision making processes.
• Operates office equipment and computers utilizing a variety of software packages, using advanced formatting functions, macros and multiple fonts in Microsoft Word, applying speed, skill and accuracy. Prepares presentation material and selects and presents data.
• Answers inquiries from the public, senior staff, agencies, other levels of government and elected officials utilizing in depth knowledge of procedures, regulations and criteria and computer applications with regard to service programs.
• Coordinates and maintains records/retrieval system or various records/databases using computerized management systems. Develops and updates mailing lists, manual and computerized filing systems and inventory systems.
• Maintains office supply inventories, liaises with internal/external vendors and suppliers.
• Coordinates meetings, events and schedules. Takes/transcribes meeting minutes.
• Prepares/processes documents and handles issues of a confidential/sensitive nature with appropriate discretion.
• Responsible for tracking and reporting attendance and vacation request for the unit.
• Performs research on internet and intranet (e.g. 311 Knowledge Base, Toronto Water website) as required to respond to customer inquires.
• Receive and pay out cash and cheques, controls, monitor and balances petty cash, prepare bank deposits, withdrawals, reconciliations and process/check financial payments.

Key Qualifications:Your application must describe your qualifications as they relate to: * Considerable experience in providing customer service to various stakeholders including residential and commercial customers.

• Considerable clerical/administrative experience performing tasks such as records management, reconciling financial records, preparing correspondence and handling customer inquiries in person, by telephone and in writing.
• Considerable experience with Microsoft Office Suite (i.e. Microsoft Word, PowerPoint, Excel, Access), e-mail.
• Considerable experience creating and formatting documents, reports, charts, spreadsheets and presentations.
• Experience with taking and transcribing minutes.

You must also have:

• Ability to utilize other software packages relevant to supporting the division’s core requirements and able to utilize internet to research effectively.
• Excellent communication skills, both orally and in writing and ability to compose detailed correspondence, letters and memos.
• Excellent interpersonal skills with the ability to meet with and deal effectively with all levels of staff, contractors, consultants and the public tactfully and courteously.
• Good organizational, analytical, problem solving and multi-tasking skills with the ability to set priorities in a fast paced environment to meet tight, sometimes conflicting, deadlines.
• Ability to exercise independent judgement and discretion in dealing with confidential operational matters.
• Ability to perform detailed, complex calculations.
• Ability to plan and organize appointments, meetings, interviews, conferences etc.
• Experience in fast paced, highly demanding customer service environment (Council members, officials, staff and public).
• Work effectively with employees in team oriented environment.
• Speed and accuracy in data entry functions.
• Problem solving and decision making skills with ability to handle/resolve difficult situations in a professional manner.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City’s Internal Job Posting Portal.Equity, Diversity and InclusionThe 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 .AccommodationThe 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. . Learn more about the City’s .

Expected salary

$33.34 – 36.55 per hour

Location

Toronto, ON

Job date

Thu, 11 Apr 2024 01:52:50 GMT

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