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ADMINISTRATIVE ASSISTANT 3

 

  • Job ID: 58449
  • Job Category: Administrative
  • Division & Section: Fire Services, Office of the Fire Chief, Labour Relations
  • Work Location: Fire & Paramedic HQ & EMS Station 53, 4330 Dufferin Street, Toronto
  • Job Type & Duration: Full-time, Temporary Vacancy, (Ends July 3, 2026)
  • Salary: $59,258.00 - $74,836.00
  • Shift Information: Monday to Friday, 35 Hours Per Week
  • Affiliation: Non-Union
  • Number of Positions Open: 1 
  • Posting Period: 23-Jul-2025 to 07-Aug-2025

 

Major Responsibilities:

 

Reporting to the Division Chief, this position provides a variety of administrative and program related duties, which include:

 

  • Prepares and processes a variety of documents including statements, forms, manuals, reports and other documents utilizing various software packages
  • Prepares and types correspondence including documents that are confidential in nature, such as disciplinary letters, grievance responses, offer letters, employment related legal opinions relating to employment law and promotional examinations when required
  • Exercises caution and discretion with labour relations, personnel, legal proceedings dealing with employment issues and other confidential information
  • Co-ordinates meetings, appointments, interviews and Step 2 grievance hearings
  • Organizes and assists in the preparation of grievances and arbitration documentation
  • Compiles material, prepares agenda and takes and transcribes minutes of meetings, as required
  • Ensures required documentation is distributed to appropriate personnel
  • Prepares a variety of monthly, quarterly and annual reports as well as ad hoc reports
  • Maintains hard and soft filing and retrieval systems for various records/documents
  • Assists with budget administration and maintains and processes accounts receivable for the organizational unit. Administers petty cash
  • Manages projects as assigned by the Division Chief
  • Researches and provides information, including in response to enquiries/complaints and exchanges information with all levels of staff, elected officials, the public, government agencies or private companies and records detailed messages
  • Assists with promotional competitions when required including preparation of briefs, materials and confidential promotional examinations
  • Co-ordinates travel arrangements and completes expense documentation for conferences/seminars
  • Opens, reviews and distributes incoming mail and follows up on responses
  • Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Utilizes layout, formatting and keyboarding skills
  • Maintains supplies for the unit. Orders and checks the delivery of office equipment, supplies, publications, etc. and maintains same. May provide work direction and training to clerical employees
  • Ensures work is undertaken in a manner that complies with and supports City and Toronto Fire Services’ compliance with the Ontario Occupational Health and Safety Act (OHSA), the Ontario Fire Protection and Prevention Act and all other relevant legislation, regulations and City policies
  • Other duties as assigned

 

Key Qualifications:

 

  1. Considerable experience providing administrative/secretarial support duties to senior management, some of which must relate to the duties above.
  2. Experience with, Microsoft Word, Excel, PowerPoint and Outlook.
  3. Experience in setting up meetings with all levels of staff, other levels of government and the public and taking and transcribing minutes.
  4. Advanced knowledge of layout and formatting complex reports, correspondence, charts and tables.
  5. Highly developed customer service and interpersonal skills with proven ability to deal with people in difficult situations.
  6. Good interpersonal skills with demonstrated ability to deal positively and effectively with all levels of staff and the public in a professional, respectful and civil manner.
  7. Ability to work in a team environment.
  8. Ability to exercise independent judgement and discretion in dealing with confidential operational matters and with management staff.
  9. Ability to work independently with minimal supervision and prioritize work schedule.
  10. Excellent organizational skills with ability to handle multiple priorities and complete assigned duties within timelines.
  11. Demonstrated Initiative.
  12. Must be goal oriented.
  13. Good knowledge of municipal operations, departmental and related political acuity.
  14. Previous experience as an administrative assistant in a human resources or labour relations environment.

 

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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