Job ID: 44334
Job Category: Administrative
Division & Section: Purchasing & Materials Management, Program Support & Policy Development
Work Location: Union Station, 4th Floor, East Wing, Toronto. Hybrid (Remote/onsite)
Job Type & Duration: Full-time, Temporary (12 Month) Vacancy
Hourly Rate: $33.34 - $36.55
Shift Information: Monday to Friday, 35 hours per week
Affiliation: L79 Full-time
Number of Positions Open: 1
Posting Period: 27-Nov-2024 to 11-Dec-2024
The Purchasing & Materials Management Division is a critical function within the City of Toronto’s complex multi-site, multi-division and multi-stakeholder environment, partnering with all City divisions, designated agencies and corporations in order to procure goods and services at the best value. As part of its commitment to ensuring open, fair, equitable and accessible business processes and practices, the Division utilizes a fair and transparent procurement process, provides leadership and quality customer service, and implements the highest standards of business ethics across the organization.
Reporting to the Manager, Business Transformation & Change Management, the Support Assistant B will provide variety of administrative functions, including collecting, tracking and processing of various documents.
Major Responsibilities
- Performs varied administrative tasks involving procurement, SAP Ariba modules, and reporting
- Prepares and processes documents/statistical summaries/reports etc. Assesses and analyses data. Drafts and signs correspondence.
- Checks work for accuracy and conformity with regulations, policy and procedures Identifies issues and recommends solutions.
- Operates office equipment and computers utilizing a variety of software packages including Microsoft Office 360, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
- Co-ordinates and maintains a help desk ticketing system. Responds to e-mails, telephone and in-person inquiries from internal staff including senior staff, suppliers, the public, agencies, and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria.
- Co-ordinates ongoing updates to internal and external website
- Attends meetings with stakeholders and divisional client groups; networks with other Divisions Support
- Co-ordinates meetings, events, and schedules. Takes/transcribes minutes.
- Provides support to other initiatives within the unit, contributes to the AODA compliance work required to support the project
- Reviews, accepts or rejects supplier registration applications ensuring all criteria have been met.
Key Qualifications
Your application must describe your qualifications as they relate to:
- Experience performing financial and purchasing related duties.
- Considerable experience with clerical and administrative duties and providing front line customer service to all levels of staff and external inquiries, responding by phone, in person and in writing.
- Considerable experience with a computer based financial information system such as SAP and Microsoft Office Suite (e.g. Word, Excel and PowerPoint)
- Considerable experience preparing and formatting complex reports, charts, graphs and statistical data.
You Must Also Have
- Strong organizational, analytical, problem solving and multi-tasking skills with the ability to meet deadlines, and competing priorities.
- Knowledge of records management principles and systems.
- Ability to communicate effectively, at all levels internally and externally, including the general public.
- Ability to prepare detailed correspondence, summaries, statements, and documentation requiring the interpretation and application of a wide range of administrative/accounting/payroll/purchasing practices.
- Experience with database software (e.g. Access), and Adobe Acrobat is an asset.
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.
