Job ID: 55480

Job Category: Administrative

Division & Section: Transportation Services, Business Performance

Work Location: North York Civic Centre, 5100 Yonge St. (Hybrid)

Job Type & Duration: Full-time, Permanent

Salary: $87,800.00 - $116,745.00, TM2227, Wage Grade 6

Shift Information: Monday to Friday, 35 hours per week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 15-Apr-2025 to 1-May-2025

Job Description:
To support the Section/Division by overseeing and coordinating initiatives and projects.

Major Responsibilities:
Specific responsibilities may include, but are not limited to, the following:

• Develops and implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Conducts research into assigned area ensuring that such research takes into account developments within the field, corporate policies and practices, legislation and initiatives by other levels of government.
• Oversees, coordinates and participates in the development and implementation of Section/Divisional and Corporate initiatives and assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning. Prepares reports as required.
• Deals with confidential and sensitive information affecting the section including, staffing, assets, resources and finances related to Section/Division-wide processes, functional policies, programs and strategies.
• Participates in the resolution of issues that have escalated to the Section Director/Manager.
• Participates in the preparation and monitoring of the Section's/Division's annual budget. Develops business cases as required.
• Monitors variances and transactional financial requests requiring the Supervisors//Manager's authorization, resolves issues and makes recommendations for changes. Acts as a Section liaison for information and problem resolution.
• Makes recommendations to the Supervisor/Manager to support change management strategies to improve the Section's overall strategic and operating performance in the Division.
• Participates in the development and/or implementation of organizational change initiatives, including the preparation of required documentation and review of financing requirements.
• Undertakes initiatives to develop, maintain and implement processes and mechanisms to strengthen the Section's internal control, oversight and compliance. Makes recommendations to senior management.
• Develops and maintains tracking mechanisms and systems to monitor policies, standards, and procedures.
• Maintains a thorough and continuous knowledge of City and divisional policies, initiatives and operational issues.
• Represents the unit on key divisional, corporate and external teams and initiatives and maintains effective working relationships with management, politicians, divisional and other City staff, and external organizations.
• Handles inquiries, issues and challenges from staff, members of Council, the public and media on behalf of the Supervisor/Manager or directs to appropriate sources.
• Provides direction to administrative support staff in order to successfully complete assigned tasks.
• Represents the division-section-unit at working groups and committees as chair, conducts meetings and takes necessary actions.
• Conduct reviews of business processes, analyze and develop streamline processes, write standard operating procedures, contract management documents, and templates that are AODA compliant.
• Develop training materials and facilitate divisional training.

Key Qualifications:

1. Post-secondary education in a discipline pertinent to the job function (e.g. Business Administration, Finance, Engineering, project management), or an equivalent combination of education and experience.
2. Considerable Experience in research, analysis and interpretation of data, statistical and financial reporting, coupled with strong analytical and organizational skills.
3. Considerable experience creating concise and effective reports, presentations, briefing notes and correspondence on policy, project and administrative issues, often under time constraints.
4. Experience in leading projects, coordinating and reviewing the work of staff, providing direction to others and working with minimal supervision.
5. Experience with procurement procedures, contract administration and operations for a large-scale public organization, including the development of Requests for Quotation (RFQs), Low Value Quotes, Non-competitive procurement, vendor invoicing, etc.
6. Experience with invoice payments, including compliance and monitoring adherence to payment policies and procedures and legislative requirements of adjudication
7. Proficiency in issues management and resolving contentious issues that demonstrates superior analytical, conflict resolution, interpersonal and problem-solving skills.
8. Project Management Profession (PMP) designation is considered an asset.
9. Proficiency in the use of Microsoft Office Suite (Word, Excel and PowerPoint), and the ability to use various software, work management and accounting systems (e.g., SAP, SAP-Ariba Procurement, RACS, and Maximo).
10. Adaptable, innovative and able to demonstrate continuous improvements.
11. Excellent presentation and interpersonal verbal and written communication skills, and the ability to communicate effectively and professionally with staff at all levels of the organization, as well as external organizations.
12. Ability to prioritize key deliverables as well as recognize and report one source over allocation in a highly demanding work environment with many competing priorities and deadlines.
13. Ability to establish effective and strong working relationships and trust with multiple stakeholders, including staff, client divisions, vendors, etc.
14. Highly developed customer service and interpersonal skills, and the ability to work cooperatively as an effective team member.
15. Knowledge of relevant policies, procedures, and legislation (e.g., Construction Act, Occupational Health and Safety Act, Municipal Freedom of Information & Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, etc.)

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.