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ADMINISTRATIVE ASSISTANT 2

 

  • Job ID: 55257
  • Job Category: Administrative
  • Division & Section: Seniors Services & Long Term Care, LTC Management Services
  • Work Location: Union Station, 65 Front Street West, Toronto 
  • Job Type & Duration: Full-time, Permanent Vacancy 
  • Salary: $63,419.00 - $80,823.00 
  • Shift Information: Monday to Friday, 35 Hours Per Week 
  • Affiliation: Non-Union
  • Number of Positions Open: 1 
  • Posting Period: 03-Jun-2025 to 17-Jun-2025 

 

The City’s Seniors Services and Long-Term Care Division supports Toronto seniors and residents in long-term care homes to have the healthiest, most fulfilling lives possible through exceptional care and services. Vulnerable individuals who reside in the community are supported through adult day programs, supportive housing services, tenancy support and homemakers and nurses services. CareTO is our brand for the culture change we are investing in for the City’s 10 directly operated long-term care homes (https://www.toronto.ca/community-people/housing-shelter/rental-housing-tenant-information/finding-housing/long-term-care-homes/careto/). The division values Compassion, Accountability, Respect and Excellence which shape our organizational culture, our priorities, and the experiences of all those who live, work, volunteer, and visit.

 

Major Responsibilities:

 

  • Performs varied administrative duties to support Directors and their sections within the Senior Services & Long-Term Care division.
  • Exercises caution and discretion when managing confidential and sensitive information.
  • Schedules meetings, organizes materials, and supports activities for the Director and other staff in the section as required.
  • Prioritizes day-to-day activities and requests for meetings from various areas, including managing urgent and emerging issues.
  • Screens, reviews, and prioritizes incoming phone calls, e-mail and mail, processes correspondence, and where appropriate directs to appropriate staff.
  • Assists the Director to monitor and flag hot issues for standing Committees and City Council.
  • Ensures that the tracking and following up of requests is maintained and deadlines are met. Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
  • Drafts correspondence composes and types of letters and memoranda and routes or answers correspondence.
  • Reviews work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature
  • Coordinates the development and preparation of summary notes and briefing materials for the Director.
  • Prepares and organizes materials (including confidential and employment/labour relations matters).
  • Prepares presentation material utilizing detailed layout and formatting.
  • Coordinates and maintains a complex record/retrieval system. Maintains supplies and inventories.
  • Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government.
  • Maintains awareness of municipal and Senior Services & Long-Term Care matters, administrative systems and procedures to provide effective administrative assistance.
  • Works collaboratively with other Administrative Assistant 2s as a team and provides back-up support in each other's absence.
  • Provides support in handling special projects as required.

 

Key Qualifications:

 

Your application must describe your qualifications as they relate to:

 

  1. Considerable experience in the performance of administrative support duties to senior management, including handling and solving large scheduling matters, handling a broad range of administrative matters, standard office practices and procedures.
  2. Considerable experience utilizing a variety of software packages including Microsoft Office Suite (i.e. Word, Excel, PowerPoint and Outlook or equivalent) to prepare correspondence, and create charts related to organizing, formatting, editing, and analyzing content.
  3. Experience working with and preparing, confidential materials/information for management.
  4. Strong analytical and problem-solving skills with proven ability to handle sensitive issues.
  5. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.
  6. Must be resourceful, flexible, adaptable, and possess a high degree of common sense and initiative.
  7. Ability to exercise independent judgment and discretion in dealing with highly confidential operational matters and with senior management staff.
  8. Ability to work independently and effectively with minimal supervision, prioritizing work schedule, complete assigned duties within timelines.
  9. Ability to work within an organizational culture that emphasizes continuous learning, collaboration, transparency, accountability and trust while promoting a strong code of ethics and integrity to support public service excellence.
  10. Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity, and respectful workplaces.
  11. Ability to travel to various Long-Term Care homes for meetings, training, and special events
  12. Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings, as required.

 

As a condition of employment with the Seniors Services & Long-Term Care Division, selected candidates will be required to provide a satisfactory Police Reference Check (PRC) with vulnerable sector screening, tuberculosis screening and proof of immunization in accordance with the Fixing Long-Term Care Act, 2021 (O. Reg 246/22).

 

Note To Current City of Toronto Employees

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

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.

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