OPERATIONS SUPPORT OFFICER

Reporting to the Program Manager, Project Excellence Office (PXO), the Operations Support Officer co-ordinates overall operational support activities for the Section and division, and provides functional support to the Parks, Forestry & Recreation, Capital Projects Design & Delivery (CPDD).

Major Responsibilities:

• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Provides project management support and leadership within the Division.
• Prepares strategies, work plans, requests for proposals, budgets, council reports and presentations. 
• Prepares, organizes and presents business cases, proposals, solutions and budgets or similar formal documents and statements to various audiences, including stakeholders, clients and the public.
• Assists in the development and maintenance of standards and specifications for program and operational systems for the CPDD Section.
• Liaises with other Divisions, Departments, residents, councillors, internal, and external partners.
• Provides technical and educational training and professional development requirements to staff. 
• Develops and maintains templates for data collection.
• Reviews system of internal control and performs internal facility audits, as an enhancement to Corporate Audit functions.
• Develops a comprehensive business plan for the section/division including revenue projection and new venture opportunities, forecasting and allocation of resources, including tracking reserve fund contributions and balances.
• Ensures compliance and effectively communicates changes in policies and procedures within the CPDD Branch and Division.
• Processes applications, and evaluates, and monitors data, grant applications. Liaises with support community groups.
• Ensures timely and effective production of all required grants, program reports, statements and maintenance of appropriate records.
• Manages departmental/divisional initiatives and provides counselling to ensure access and equity to the Division's programs and services.
• Attends and evaluates events, document facility damages and prepare incident and accident reports.
• Resolves risk management and sensitive and potentially damaging liability issues.
• Ensures a safe work environment by establishing and enforcing safety standards and practices.
• Manages leases and agreements pertaining to CPDD Section business. Liaises with the Division's Business Services Unit in undertaking all negotiations and preparation of Leases and Agreements.
• Supports and promotes the Access and Equity philosophy, vision and mission and divisional direction as it relates to People with Disabilities.
• Provides information and maintains a monitoring system for issue tracking such as labour relations, staff development and confidential data collection for People with Disabilities, and staff development.
• Prepares Council and Committee reports, briefing notes, motions and other correspondence for the Section.
• Ensures effective claims investigation and provision of information by conducting investigations and providing appropriate information to City Adjusters. Prepares appropriate response letter for Director's signature.
• Acts as a Supervisor under the definitions of the Occupational Health and Safety Act, and ensures that adequate training, safety equipment and safe work procedures are in place in order to develop a strong culture of Health and Safety and minimize any Health and Safety issues.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Post-secondary education in Industrial/Systems Engineering, Business Management, or a discipline pertinent to the job function and/or equivalent combination of education and experience. Lean Six Sigma, Yellow or Green Belt and PMP certifications are considered an asset.
2. Considerable experience in project management and large scale, multi-faceted process coordination.
3. Experience in the use of SharePoint with adding, modifying, and deleting access to SharePoint sites, folders, and libraries along with creating and modifying SharePoint Lists.
4. Experience in researching, formatting, analyzing and developing/writing complex reports and correspondence for the consideration of senior management and Council.
5. Experience in the use of current office and workplace technology such as Microsoft 365 (Word, Excel, PowerPoint, and Outlook), financial software (i.e. SAP or equivalent) and other computer applications relevant to the position.
6. Experience with process automation is an asset.
7. Excellent verbal and written communication skills with the ability to communicate clearly and effectively to a variety of audiences.
8.  Ability to multitask and effectively carry out the various duties and responsibilities of this position, with minimal direction.
9. Knowledge of City's Financial Reporting policies and procedures (i.e. variance reporting and accruals).
10. Knowledge of the City of Toronto Purchasing policies and procedures.
11. Understanding of the wide range of Parks, Forestry and Recreation core functions, services and current issues facing the division.
12. Working knowledge of health and safety, human rights and labour relations legislation, corporate standards, policies and practice.
13. Ability to use discretion and maintain confidentiality while working with issues of a sensitive nature.
14. Excellent interpersonal skills with the ability to establish and maintain effective working relationships with all levels of staff and external contacts.
15. Ability to work independently and cooperatively with multi-disciplinary groups and others in a team environment.
16. Ability to work flexible hours and under time constraints to meet deadlines.
17. Familiarity with corporate, divisional regulations and relevant policies (specific to Forestry), procedures and guidelines as they relate to actual job duties is an asset.