SUPPORT ASSISTANT B

Job ID: 43225
Job Category: Administrative
Division & Section: City Clerk's, City Clerk's Corporate Info Mgmt Svcs
Work Location: Metro Hall, 55 John Street, Toronto - Occasional travel to other City office locations
Job Type & Duration: One (1) Full-time, Temporary Vacancy (12 Months)
Hourly Rate and Wage Grade: $33.34 - $36.55
Shift Information: Monday to Friday, 35 Hours Per Week, 8:30 am - 4:30 pm
Affiliation: L79 Full-time
Number of Positions Open: 1
Posting Period: 18-Apr-2024 to 02-May-2024

Reporting to the Senior Project Manager, the Support Assistant B will provide records and information management services for various divisions across the City, including the maintenance of records management systems and supporting the operations of the City's various file rooms/areas.

Major Responsibilities:

Co-ordinates and maintains a complex record/retrieval system. Maintains supplies inventories.
Responds to e-mails, telephone and in-person inquiries from all levels of City staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria.
Travels to various city office locations for in person meetings and onsite work with Divisional clients
Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data.
Prepares and processes documents/statistical summaries/reports etc. Assesses and analyses data. Drafts and signs correspondence.
Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions.
Operates office equipment and computers utilizing a variety of software packages, applying speed and skill. Prepares presentation material. Utilizes detailed layout and formatting.
Co-ordinates meetings, events, and schedules. Takes/transcribes minutes.

Key Qualifications:
Your application must describe your qualifications as they relate to:

Considerable experience in records management and records management systems.
Considerable experience working in a customer service environment, responding to customer enquiries and dealing directly with City staff or the public in person, by phone and in writing.
Experience providing administrative/clerical office support duties such as, preparing written and verbal correspondence, filing, entering, retrieving and updating data and maintaining databases.
Considerable experience using Microsoft Office Suite (e.g. Word, Excel, Access, Outlook, and PowerPoint).

You must also have:

Good customer service and interpersonal skills and the ability to deal effectively with all levels of staff, the public and external contacts in person, by telephone and in writing.
Strong proof-reading skills with an emphasis on attention to detail and accuracy.
Strong organizational and multi-tasking skills and the ability to meet deadlines and assess priorities.
Good analytical and problem-solving skills.
Ability to maintain manual and computerized filing systems.
Ability to carry out instructions in a timely manner with minimal supervision.
Ability to provide work direction to other employees and carry out instructions with minimal supervision.
Ability to exercise independent judgement and discretion in dealing with confidential matters.
Ability to lift boxes weighing up to 15 kg.
Flexibility to travel to other work locations within the City whether permanently or temporarily to any Records Room or other district office or records support location within the City.

Additional Information:

The successful incumbent will be required to work on site at Metro Hall, 55 John Street, with the ability to travel to various work locations within the City.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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.