Job title: Administrative Assistant

Company: Toronto Transit Commission

Job description: JOB INFORMATION

Requisition ID: 8603

Number of Vacancies: 1

Department: Plant Maintenance (20000007) – Plant Maintenance-Department Head & Staf (30000456)

Salary Information: $70,725.20 – $88,415.60

Pay Scale Group: 7SA

Employment Type: Regular

Weekly Hours: 35, Off Days: Sat/Sun Shift: Day

Posted On: November 17, 2023

Last Day to Apply: November 23, 2023

Reports to: Head, Plant Maintenance

The Toronto Transit Commission (TTC) is North America’s third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC’s vision is to be a transit system that makes Toronto proud. The TTC’s recruitment efforts are directly aligned to its mission of providing “a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy.”

General Accountability

Provides administrative support to the Head, Plant Maintenance and provides efficient and effective administrative and office support services for the Plant Maintenance Department. The role may carry out/coordinate special assignments and tasks as directed, and provide guidance and direction to departmental staff regarding administrative functions, office procedures and corporate policies.

Key Job Functions

• Provide daily administrative assistance for the department, including meeting coordination and support for various departmental meetings.
• Prepare and/or assist in the preparation of documents, presentations, and reports, and distribute to the appropriate parties in accordance with established standards.
• Coordinate, prepare correspondence, and/or communicate verbally with others to ensure accurate and timely communication of information.
• Monitor, track and maintain information/data/ records/files, following up, and updating as required.
• Provide administrative and office support, and perform a variety of administrative duties related to assigned work.
• Provide guidance, expertise and advice, and make recommendations for improvement regarding areas related to assigned work.
• Liaise with staff and groups within and outside the department, and/or external organizations concerning matters regarding assigned work.
• Assist and/or prepare the department’s administrative operating budget, capital budget, other budgets and/or cost estimates as required for the department, and may monitor expenditures.
• Coordinate and/or provide training to staff, including arranging for training and providing guidance relative to the resolution of problems.
• Participate and assist with special projects and activities as directed.
• Participate in the TTC’s Customer Service Ambassador Program.
• Promotes a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Provides leadership in the development and implementation of inclusive and accessible policies, programs and/or services for employees and customers in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.

Skills

• Apply analytical skills
• Use office technology, software and applications
• Communicate in a variety of mediums
• Understand and apply administrative policies, processes, and procedures
• Plan and organize activities / projects to meet section and organizational goals
• Maintain documentation and historical records

Education and Experience

Post-secondary education in a related discipline (i.e. Office Administration, Business Administration, etc.) or a combination of education, training and experience deemed to be equivalent.

Additional Requirements

• Prior administrative or clerical experience in a similar or related work environment.
• Good working knowledge of modern office practices, procedures and equipment.
• Sound understanding of business administration concepts and practices as well as research methods and techniques.
• Must be proficient in the use of computers and software applications relevant to the work (i.e. MS Office, Access, Maximo, OARS, PPIN, etc.).
• Excellent organizational skills with the ability to meet deadlines and strong interpersonal and oral/written communication skills.
• Sound judgement and time management skills, with the ability to handle sever responsibilities at once, under minimal supervision.

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQ(IA+) community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at (416) 393-4570. Any information received related to an accommodation will be addressed confidentially.

The TTC’s policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

We thank all applicants for their interest but advise only those selected for an interview will be contacted.

Expected salary: $70725.2 – 88415.6 per year

Location: Toronto, ON

Job date: Thu, 23 Nov 2023 01:20:13 GMT