SUPPORT ASSISTANT A

• Job ID: 56452
• Job Category: Administrative
• Division & Section: Municipal Licensing & Standards, MLS Rental Standards Services
• Work Location: 399 The West Mall
• Job Type & Duration: Full-time, Permanent
• Hourly Rate: $37.11 - $40.65
• Shift Information: Monday to Friday, 35 hours per week
• Affiliation: L79 Full-time
• Number of Positions Open: 1
• Posting Period: 15-Aug-2024 to 29-Aug-2024
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The Municipal Licensing & Standards (ML&S) division has a number of transformational initiatives underway. These changes include research, development and implementation of new bylaws, system modernization, and efforts to build business efficiencies and effectiveness. This Support Assistant A will focus on delivering these changes by providing senior level administrative support in key areas of business transformation, modernization of SOP's, identifying and developing business processes, as well as other administrative duties related to these initiatives.

Major Responsibilities:

• Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and co-ordination of various documentation and processes.
• Prepares correspondence and reports for management, community council, licensing tribunal and briefs for legal services.
• Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation.
• Ensures service delivery of the unit and monitors/controls unit work standards. Assists in gathering service-related materials, documents business requirements to support new processes, procedures and systems
• Reviews processes and checks work for accuracy and conformity with regulations, policies and procedures. 
• Identifies, interprets data, recommends modifications and oversees implementation of changes. Assists with operational programs/functions.
• Administers, prepares, processes, and composes documents, statistical summaries, and reports.
• Interprets and applies regulations and practices. Identifies, corrects and resolves issues, recommending appropriate solutions.
• Prepares and performs complex calculations and analysis of data.  Compiles data for forecasting/budgeting.  Reconciles, deposits/issues accounts, cash, and statements.
• Provides work direction, coordination, training, and guidance to assigned staff.
• Operates computers utilizing and manipulating a variety of software packages.  Prepares and/or presents presentation materials.
• Provides information and guidance to staff, Councillors, the public, agencies, other levels of government etc. orally or in writing.
• Attends meetings and hearings and acts as the division and/or unit representative.  Signs documents as a representative of the corporation.
• Reviews, coordinates, responds to, and approves applications/plans from the public.
• Co-ordinates meetings, events, and schedules.  Takes/transcribes minutes.
• Maintains confidential content stored in electronic filing and retrieval systems for various types of information, records and documents.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Extensive experience using Microsoft Office Suite (i.e. Microsoft Word, PowerPoint, Excel), Outlook, and the ability to utilize other software packages relevant to supporting the Division's core requirements (i.e. IBMS, Licensing Systems software, Captiva, T-Recs, Front Desk, etc.).
2. Extensive experience performing various clerical and administrative support experience at a senior level, with the ability to multi-task and effectively carry out the various duties and responsibilities of the position, with minimum direction.
3. Considerable experience working in a front-line, highly demanding customer service-oriented environment, including experience with de-escalation techniques and managing difficult situations.
4. Considerable experience in the leadership of front-line staff providing work direction, training, guidance and support to clerical staff.

You must also have:

• Ability to perform quality assurance on digital documents; reviewing, analyzing and ensuring the quality of data in the database system
• Knowledge and understanding of the by-laws and related legislation to Municipal Code Chapter 545.
• Knowledge and understanding of Licensing and Permitting services administrative counter and back-office processes, systems, forms, and reports.
• Excellent organizational, analytical, problem solving, decision making and multi-tasking skills with the ability to set priorities, co-ordinate a diverse workload and meet tight deadlines and work with minimal supervision often under time constraints.
• Good interpersonal and conflict management skills with the ability to deal effectively with all levels of staff, other levels of government, the public and external contacts in person, by telephone and in writing.
• Excellent communication skills both oral and in writing.
• Ability to identify and analyze problems or inefficiencies and develop effective solutions.
• Ability to exercise independent judgement and discretion in dealing with confidential matters and management staff.
• Ability to work additional hours from time to time.
• Understanding of municipal operations, legislation, departmental and political issues.
• Ability to utilize a range of office equipment such as scanners and Point of Sales (POS) systems and a variety of software packages to create and format documents, reports, charts, spreadsheets and POS/bank reconciliations. 
• Knowledge and understanding of reviewing personal and corporate documents and applications of a sensitive nature both in-person and online, in hardcopy and digital format, for the purpose of data entry and completion

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.