SUPPORT ASSISTANT B

Job ID: 52104

Job Category: Administrative

Division & Section: Toronto Water, Technology & Customer Experience

Work Location: 1026 Finch Ave West, Toronto, ON M3J 2E2, Canada

Job Type & Duration: Full-time, Temporary (24 month) vacancies

Hourly Rate and Wage Grade: $34.99 - $38.20, TF0005, Wage Grade 8 

Shift Information: Monday to Friday, 35 hours per week

Affiliation: L79 Full-time

Number of Positions Open: 2

Posting Period: 21-May-2025 to 04-Jun-2025

Major Responsibilities:

• Performs varied administrative tasks involving the preparation of correspondence, research, investigations, reconciliation of data, and assistance with all aspects related to the administration of provided services.
• Coordinates service requests and prepares paperwork in a timely manner to meet deadlines for all work to be undertaken by field crews, including booking customer appointments, creating service requests, updating information in various systems of record, confirming customer appointments, tracking completed and outstanding service requests, providing support to field crews, and rescheduling customer appointments as needed.
• Prepares manuals, reports, letters, memoranda, minutes, and other documents in accordance with City standards. Applies and checks layout and formatting guidelines, proofreads own and other's material.
• Prepares and processes documents, statistical summaries, and reports while assessing and analyzing data.
• Prepares and updates supporting documentation for various program files.
• Responds to e-mails, telephone, and in-person inquiries from staff, the public, and contractors utilizing in-depth knowledge of procedures, by-laws, and service offerings.
• Operates office equipment and computers utilizing a variety of software packages including Microsoft Office 360, applying speed and skill. Prepares presentation materials, applying advanced layout and formatting skills.
• Coordinates and maintains records, retrieval systems, and databases using computerized management systems. Develops and updates mailing lists, manuals, computerized filing systems, and inventory systems.
• Maintains office supply inventories and liaises with vendors and suppliers for procurement.
• Coordinates, schedules, and attends meetings and events. Accurately takes and transcribes meeting minutes.
• Prepares and processes documents and handles issues of a confidential and sensitive nature with appropriate discretion.
• Performs research on internet and intranet (e.g. 311 Knowledge Base, Toronto Water website) as required to respond to inquiries.
• Other duties as assigned.

Key Qualifications:

1. Considerable clerical/administrative experience performing tasks such as, planning and scheduling appointments, preparing correspondence, coordinating activities, organizing data and information, records management, and handling customer inquiries in person, by telephone, and in writing.
2. Considerable experience in providing customer service to various stakeholders including City staff, contractors, and residential and commercial customers.
3. Considerable experience with Microsoft Office Suite (i.e. Microsoft Word, PowerPoint, Excel, Access, Outlook).
4. Considerable experience creating and formatting complex documents, reports, charts, spreadsheets, graphs, statistical data, and presentations.

Must also have:

• Ability to utilize other software packages relevant to supporting the division's core requirements and able to utilize internet to research effectively. (i.e., Hansen, Salesforce, WMACS, Trimble, Aclara, and Google Maps).
• Excellent oral and written communication skills, along with strong interpersonal skills to deal effectively with all levels of staff, contractors, and the public tactfully and courteously.
• Strong organizational, analytical, problem solving and multi-tasking skills with the ability to set priorities in a fast-paced environment to meet tight, sometimes conflicting, deadlines.
• Ability to exercise independent judgement and discretion in dealing with confidential operational matters.
• Ability to plan and organize meetings, interviews, conferences etc.
• Familiarity with programs and services in the Toronto Water Division.
• Understanding of municipal operations, council proceedings, enforcement, legislation, divisional and political issues as they relate to Toronto Water.
• Working knowledge of City Bylaws pertaining to unit and unit objectives.
• Work effectively with employees in team-oriented environment.
• Speed and accuracy in data entry functions.

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.