Create Alert
Apply now »

PROGRAM OPERATIONS SUPPORT OFFICER

  • Job ID: 48717
  • Job Category: Administrative
  • Division & Section: Municipal Licensing & Standards, MLS Finance & Business Services
  • Work Location: 1530 Markham Road, Scarborough and City Hall, 100 Queen Street West, Toronto
  • Job Type & Duration: Full-time, Permanent Vacancy
  • Salary: $72,588.00 - $92,853.00
  • Shift Information: Monday to Friday, 35 Hours Per Week
  • Affiliation: Non-Union
  • Number of Positions Open: 1 
  • Posting Period: 26-SEPT-2024 to 10-OCT-2024 

 

Reporting to the Manager, Finance & Business Services, the Program Operations Support Officer will work with the Program Manager-Asset Management to support the division’s asset maintenance and management. This includes managing the Fleet mailbox, co-ordinating all fleet infraction requests, co-ordinating and managing all physical asset pick-up/retrieval for new and returning staff (i.e. laptops, uniforms, boots/shoes, badges, duty bags and flashlights, etc.), monitoring the Finance & Business Services mailbox, oversees and manages the Division’s transfer mailbox and transfers as well as support the Events and Social Committee.

 

Supporting a small team in the Finance & Business Services section, the Program Operations Support Officer will be required to travel to both locations, 1530 Markham Road in Scarborough and City Hall at 100 Queen Street West, Toronto.

 

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.
  • Leads assigned projects related to operational support activities within the division, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
  • Coordinates and provides support on activities related to training, change management and implementation of policies/programs.
  • Coordinates the preparation of Proposals (e.g. RF, RFQ, RFI), the evaluation process, and vendor performance reviews. Liaises with Purchasing & Materials Management and Legal during procurement for selected divisional contracts. 
  • Identifies, analyzes, rationalizes and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.
  • Prepares, organizes and presents business cases, proposals, solutions, statistical reports and project documents and statements to various audiences.
  • Assists in the development and maintenance of standards and specifications for program and operational systems for the Division.
  • Liaises with other Divisions, internal, and external partners.
  • Develops and maintains templates for data collection and divisional forms.
  • Reviews system of internal control and performs internal audits.
  • Supports system applications, and evaluates, and monitors data.
  • Ensures timely and effective production of all required program reports, statements and maintenance of appropriate records.
  • Provides information and maintains a monitoring system for issue tracking
  • Recommends, implements and practices security, privacy and quality assurance.

  • Leads divisional planning, development and implementation of City-wide events such as United Way, Take Our Kids to Work, Toronto Public Service Week and other projects/events as assigned.

  • Develops and maintains working relationships with advisory committees, task groups and partner organizations for multiple projects and events.

  • Leads the divisional transfer process and oversees and manages the division’s transfer mailbox.

 

Key Qualifications:

 

Your application must describe your qualifications as they relate to:

 

  1. Post-secondary education in a discipline pertinent to the job function (e.g. Finance, Business Administration, Project Management, etc.) or an equivalent combination of education and/or relevant experience.
  2. Considerable experience providing administrative support, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.
  3. Experience in planning and organizing events, meetings, taking minutes, conferences, and special events.
  4. Experience in the use of Microsoft Suite applications (e.g. Word, Excel, Power Point, Outlook) and financial software (i.e. SAP or equivalent).
  5. Must possess and maintain a valid Province of Ontario Class "G" Driver's License and qualify for the City's equipment operating permits and requirements.
  6. Excellent verbal and written communication skills with the ability to communicate and present clearly and effectively to a variety of audiences.
  7. Excellent interpersonal skills with the ability to establish and maintain effective working relationships with all levels of staff and external contacts.
  8. Excellent customer service and interpersonal skills.
  9. Strong problem solving, multi-tasking & organizational skills with a strong ability to manage multiple priorities within tight time constraints.
  10. Ability to use discretion and maintain confidentiality when handling sensitive information.
  11. Ability to work independently and cooperatively with multi-disciplinary groups and others in a team 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.

Apply now »