Create Alert
Apply now »

ADMINISTRATIVE ASSISTANT 2

 

  • Job ID: 61336
  • Job Category: Administrative
  • Division & Section: Parks & Recreation, PFR PPSI Parks Planning & Strategic Init and PR CPDD Capital Proj Design & Delivery
  • Work Location: Metro Hall, 55 John Street, Toronto, M5V 3C6 
  • Job Type & Duration: Full Time, Permanent 

  • Salary Range: $63,419.00 - $80,823.00

    Ideal Hiring Zone: $68,515 to $74,285

  • Shift Information: 35 hours per week
  • Affiliation: Non Union
  • Number of Positions Open: 2
  • Posting Period: 05-Feb-2026 to 20-Feb-2026 
  •  
 

 

 

Major Responsibilities:

 

The Administrative Assistants will report to and work closely with their respective Directors in the Parks & Recreation Division. The Administrative Assistants will take on a central role in the day-to-day operations and organizational success and efficiency of the divisional branch. Major responsibilities for the position include the following:

 

  • Performs varied administrative duties and clerical functions in connection with the operation of an organizational unit. May provide work direction and training to assigned staff.
  • Exercises caution and discretion with labour relations, personnel and other confidential information. Types correspondence including that of a confidential nature, such as disciplinary letters.
  • Handles scheduling of appointments and ensures that the appropriate information is provided.     
  • Conducts background research, investigations and retrieves information on various issues.
  • Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.    
  • Ensures that the tracking and following up of requests is maintained and deadlines are met.
  • Monitors and controls the workflow of the unit, ensuring adherence to relevant policies.
  • Liaises with and exchanges information with all levels of staff, elected officials and the public.
  • Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data. Drafts correspondence, composes and types letters and memoranda and routes or answers
  • correspondence.
  • Checks work for accuracy and conformity with regulations, policies and procedures and corrects/resolves outstanding/incorrect items prior to signature.
  • Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. 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 utilizing in-depth knowledge of procedures, regulations, criteria, etc. and records detailed messages.
  • Assists with budget administration for the unit. Administers petty cash.
  • Coordinates meetings, events and schedules. Takes/transcribed minutes as required.
  • Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the division, and major activities in order to provide effective administrative
  • assistance
  • Prepares and organizes Council materials (including confidential and employment/labour relation matters), background, briefing notes. Formats Committee reports prior to signature.

 

 

Key Qualifications:

 

Your application for the role of Administrative Assistant 2 should describe your qualifications as they relate to:

 

  1. Post-secondary education in Business Administration or a similar related discipline, or the approved equivalent combination of education and/or experience.
  2. Experience in providing administrative assistance to senior management handling a broad range of administrative matters including complex calendar management, and triaging responses to emails.
  3. Considerable experience utilizing Microsoft Office Suite (i.e. Word, Excel, PowerPoint, Outlook), SAP (SuccessFactors), and ServiceNow.
  4. Considerable experience working with and preparing complex reports, correspondence, and documents for management.
  5. Considerable experience taking minutes and handling confidential materials/information.
  6. Considerable experience with electronic filing systems, records retention policies & practices.
  7. Excellent organizational and time management skills including attention to detail, ability to set priorities, meet deadlines, and deal with conflicting priorities and work demands.
  8. Strong analytical and problem-solving skills in combination with the ability to handle sensitive issues using strong political acumen.
  9. Ability to research and compile data in a timely fashion.
  10. Ability to provide work direction to other support staff.
  11. Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels of the organization: members of Council, external partners and stakeholders.
  12. Excellent verbal & written communication skills.
  13. Ability to work both independently and in a team environment to coordinate work assignments.

 

 

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.

Apply now »