- Job ID: 50056
- Job Category: Administrative
- Division & Section: City Clerk's, City Clerk's Secretariat
- Work Location: CITY HALL
- Job Type & Duration: Full-time, Permanent Vacancy
- Hourly Rate and Wage Grade: $33.34 - $36.55, TF005, wage grade 8
- Shift Information: Monday to Friday, 35 hours per week per week
- Affiliation: L79 Full-time
- Qualified List: Candidate List will be established. For applicability and duration, see below.
- Number of Positions Open: 3
- Posting Period: 8-Jan-2025 to 22-Jan-2025
- Location and Shift Information: North York Civic Centre, 5100 Yonge Street and Toronto City Hall, 100 Queen Street West
Support Assistant B will be a part of a team of professionals, providing administrative and customer service support. A critical component of the role will require Support Assistant B to provide excellent internal and external customer service and possesses knowledge of and experience including in-person inquiries at the counter from the public, assisting clients with vital life events on behalf of the City Clerk's Office.
Supporting the registry team, the Support Assistant B will required to be in-person all five days a week.
Major Responsibilities
- Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash.
- Prepares and processes documents/statistical summaries/reports, notices, payment requests, etc. Assesses and analyses data. Drafts and signs correspondence.
- Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions. Performs complex calculations.
- Directs, coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff.
- Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
- Co-ordinates and maintains a complex record/retrieval system. Maintains supplies inventories.
- 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.
- Reviews, accepts or rejects material/applications from the public, ensuring all criteria have been met.
- 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 unit.
- Manages overlapping deadlines and prompts with minimal supervision.
Key Qualifications
Your application should describe your qualifications as they relate to:
- Experience in a customer service environment, including delivering services in-person, conflict resolution skills and experience, responding to enquiries by phone, email, specifically dealing with the public, City and elected officials, and staff.
- Clerical/administrative experience including, preparing reports, internal policies and procedures, correspondence and memoranda for Council, Committee, Boards, other orders of government, institutions and businesses and/or senior management staff.
- Experience using Microsoft Office Suite (i.e. Microsoft Word, PowerPoint, Excel), databases, video conferencing software, and email.
- Experience creating and formatting documents, reports, charts, spreadsheets and presentations.
You Must Also Have
- Ability to work in person at the base location 5 days a week and travel to other loctaion, if required.
- Strong proof-reading skills with an emphasis on attention to detail and accuracy.
- Strong organizational and multi-tasking skills and the ability to meet deadlines and assess priorities.
- Excellent verbal and written communication skills and the ability to provide guidance and answer questions from members of the public with varying language and written skills.
- Ability to exercise independent judgement and discretion in dealing with confidential matters.
- Ability to carry out instructions in a timely manner with minimal supervision.
- Good analytical and problem-solving skills.
- Ability to plan and organize appointments, meetings, interviews, and conferences.
- Ability to utilize software applications relevant to supporting the Division’s core requirements, such as the Registry Services Tracking System, CLASS, FrontDesk, and Confluence.
- General familiarity with database applications and video conferencing software.
- Knowledge of relevant Provincial regulations, City by-laws and by-law processes.
- Understanding of Municipal operations, legislation, departmental and political issues.
- Knowledge of the functions, procedures and practices of the City Clerk’s Office, City Council and its Committees.
- Knowledge of relevant policies and procedures in handling payments and Payment Card Industry compliance.
- Ability to work overtime, as required.
- Assisting with Municipal Elections, as required.
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 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.
