• Job ID: 59239

• Job Category: Administrative

  Division & Section: Transportation Services, Program Office

  Work Location: City Hall, 100 Queen St. W

  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: 11-SEP-2025 to 19-SEP-2025

   

Recognized as one of Canada’s Top 100 Employers, the City of Toronto is committed to fostering professional development and creating opportunities to lead, learn, and grow. We value integrity, reliability, and fairness, and proudly embrace the diversity of our workforce and the communities we serve. 

We are currently seeking a highly organized and detail-oriented Administrative Assistant 1 to support the General Manager of Transportation Services. Reporting to the Program Manager, this role operates in a senior management environment where executive-level administrative skills are essential. You will provide high-quality support in a fast-paced and complex municipal setting, contributing to the success of the division through effective communication, discretion, and a strong customer service focus.

In this role, you will assist senior leadership with calendar management, correspondence, meeting coordination, and other administrative functions. You will also support key corporate initiatives, governance processes, and Council/Committee agenda management, while interpreting and applying corporate and divisional policies and procedures. Additionally, you will help coordinate complex projects and programs, ensuring smooth day-to-day operations across Transportation Services.

Major Responsibilities:

The primary functions associated with this position includes a variety of coordination and support functions, but are not limited to the following:

Office Administration

• Provides senior level administrative support, advice and guidance on key initiatives and policies.
• Reviews and directs incoming correspondence, telephone calls and initiates responses.
• Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly.
• Coordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff as required.
• Handles, prioritizes and/or redirects inquires 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, and protocols.
• 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. Proofreads own and others material.
• Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
• Maintains strict confidentiality at all times. Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, and staff attendance at conferences.
• Prepares agendas, takes/transcribes minutes and follows-up on action required.
• Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation material on various software, including PowerPoint.
• Organizes and maintains up to date manuals such as Council and corporate administrative policies and guidelines.
• Maintains continuous awareness of the City operations, administrative policies and procedures. Monitors administrative processes of the office to ensure adherence to relevant City policies and efficient operations.
• Coordinates the development and implementation of secretarial and administrative standards and procedures.
• Attends various meetings, events, and acts as the unit representative when required.
• Works closely and provides back-up support to the administrative team in the Office of the Deputy City Manager, Development and Growth Services.

Human Resources and Financial Management

•  Checks and ensures the preparation of the recruitment and organizational change documents are in accordance with Corporate and service area policies.
• Maintains staffing and recruitment information and documentation.
• Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitration, letters of discipline, contingency planning, position termination, restructuring and downsizing initiatives. Assists in the co-ordination of service area labour disruption plans, as required.
• Managers PCard usage, maintains receipts and coordinates submissions to ensure reconciliation of business expenses.
• Monitors, tracks, and reports attendance.

Coordination and Correspondence

• Receives and provides initial response including initial data collection related to telephone calls, email and correspondence from the general public and staff and refers for appropriate action.
• Responds to, and helps resolve, issues raised by staff, internal and external stakeholders, and the public.
• Receives Fraud and Waste, Ombudsman, Auditor General, Internal Audit and other matters on behalf of the Office and refers to the appropriate Section or Unit for Action. Monitors and tracks responses.
• Coordinates tier one responses to enquiries about Freedom of Information and protection of personal privacy from Members of Council, the Information and Privacy Commission, the media, senior City staff and the public.
• Prepares and co-ordinates communication material within the Division, including newsletters, bulletins, notices and flyers.

Council and Committee Agenda Management

• Monitors all key reports required for committees and council and assists with ensuring deadlines are met.
• Annotates and reviews Council agendas and flags items that will impact on Division operations and scheduling. Identifies issues and initiates responses.
• Maintains awareness of municipal matters while acting with discretion on all confidential matters.

Reporting and Record-Keeping

• 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.
• Coordinates all reports and administrative information, monthly work plan updates and corporate responsibilities including Human Resources, Health and Safety and prepares the documentation to meet legislative requirements in alignment with established policies and procedures.
• Develops, operates and maintains an effective record/retrieval system for the office.

Key Qualifications

1. Extensive experience providing administrative support to senior management, handling abroad range of administrative matters, standard office practices and procedures.
2. Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
3. Considerable experience in planning and organizing appointments, meetings, conferences, and special events in a fast-paced environment, including the preparation of agendas and meeting minutes and identifying items for follow-up.
4. Considerable experience in the handling of confidential material and preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables.
5. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
6. Strong analytical and problem-solving skills.
7. Excellent communication skills, both orally and in writing. A strong command of grammar and writing skills for the purpose of proof reading and editing.
8. Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, deal with conflicting priorities and work demands.
9. Considerable knowledge of municipal operations that may include but is not limited to council proceedings and Freedom of Information.
10. Must be resourceful, adaptable and possess a high degree of initiative.
11. Ability to prioritize multiple tasks and manage interruptions, to assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the Division.
12. Ability to work independently, in a politically sensitive environment, using sound judgement.
13. Ability to provide work direction to other support staff.
14. Ability to research and prepare information in a timely manner.
15. Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
16. Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
17. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

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.