Social Policy, Analysis and Research (SPAR) leads collaborative, applied research, analysis and policy, in order to advance equitable outcomes for Toronto residents. Reporting to the Director, the Support Assistant B will be part of an Administrative Support Team to provide support to the five (5) units of SPAR: the Social Policy Team, the Social Research & Information Management Unit, the Poverty Reduction Strategy Office, The Toronto Newcomer Office and the Healthy Kids Community Challenge Office.
- Performs varied administrative tasks involving the preparation, research, analysis, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash.
- Receives and pays out cash and cheques, controls, monitors and balances petty cash, prepares bank deposits, withdrawals, reconciliations and processes/checks financial payments. Assists with budget administration for the Section.
- Prepares, sorts, processes, collects, opens, distributes and delivers mail, cash, and bank deposits.
- Monitors, orders and maintains supplies/resource materials and equipment for unit and/or other locations.
- Assesses and analyses data, and prepares and processes documents/statistical summaries/reports, etc.
- Drafts and distributes correspondence on behalf of Social Policy staff.
- Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria as it relates to the Social Policy and Research initiatives.
- Co-ordinates meetings, events and schedules, including equipment bookings. Takes/transcribes minutes and provides on-site support to events.
- Trouble-shoots equipment and other administrative issues with staff and recommends and enacts solutions as appropriate.
- Follows up and resolves outstanding issues with City vendors on payment related issues.
- Operates office equipment and computers utilizing a variety of software packages, applying speed, skill and accuracy.
- Prepares presentation material, documents and reports, utilizing detailed layout and formatting.
- Checks work for accuracy and conformity with regulations, policy and procedures.
- Corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions. Performs complex calculations.
- Coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff for accuracy.
- Coordinates and maintains a complex record/retrieval system. Monitors and maintains supplies/storage space.
- Arranges business travel including conference registration, accommodation, and support with materials and supplies.
- Performs other duties as assigned.
Your application must describe your qualifications as they relate to:
- Considerable experience performing clerical and administrative duties.
- Considerable experience using various software packages including Microsoft Office software (i.e., Word, Excel, PowerPoint and Access), SAP, email and the ability to utilize other software packages relevant to supporting the division’s core requirements.
- Considerable experience creating and formatting large and complex documents, reports, charts, spreadsheets, presentations, contact and document logs and databases.
- Considerable experience and proficiency with the use of project management approaches and tools for managing multiple work flows with a large number of clients.
- Experience in performing financial calculations and processing petty cash in a municipality or the private sector.
You must also have:
- Excellent communication skills with the ability to compose correspondence, memoranda and minutes.
- Excellent organizational, analytical, problem solving and multi-tasking skills with the ability to be flexible and assess priorities, work within tight time constraints and meet deadlines.
- Excellent customer service skills, interpersonal skills, problem-solving skills, conflict management skills, and the ability to take initiative.
- Good working knowledge of SAP in the areas of purchasing and reporting.
- Ability to deal effectively with all levels of staff, senior management, councillors, the public and external contacts in person, by telephone and in writing.
- Ability to work both cooperatively within a team and independently under time constraints.
- Ability to exercise independent judgement and discretion in dealing with confidential and sensitive information.
- Knowledge of information management principles and techniques.
- Knowledge of City and divisional policies and procedures, related legislation, municipal government operations, council proceedings and political issues.
Please note that all applicants are encouraged to provide a valid email address for communication purposes. Applicants may receive written correspondence regarding this job posting directly to the email address provided on their resume or to the one used to set-up their Candidate Profile if applying on TalentFlow. As an applicant, it is your responsibility to ensure that you check your email regularly.
The City of Toronto is committed to fostering a positive and progressive workforce that is representative of the citizens we serve. We will provide equitable treatment and accommodation to ensure barrier-free employment. In accordance with the Ontario Human Rights Code, Accessibility for Ontarians with Disabilities Act and the City of Toronto’s Accommodation Policy, a request for accommodation will be accepted as part of the City’s hiring process.
If you are invited to participate in an assessment process, kindly provide your accommodation needs in advance. Please be advised that you may be requested to provide medical/other documentation to Human Resources to ensure that appropriate accommodation is provided to you throughout the hiring process.
If you are an individual with a disability and you need assistance or an accommodation during the application process, please email us at [email protected], quoting the job ID # and the job classification title.