Administrative Secretary, Safety & Security - Jobs in Toronto, ON

Job Description

JOB INFORMATIONRequisition ID: 6860Number of Vacancies: 1Department: Chief Capital Officers Office (20000708) - Safety & Security (30000220)Salary Information: $62,062.00 - $77,513.80Pay Scale Group: 6SAEmployment Type: RegularWeekly Hours: 35 Off Days: Saturday and Sunday Shift: DayPosted On: January 19, 2023Last Day to Apply: January 20, 2023Reports to: Manager - Safety & SecurityThe Toronto Transit Commission (TTC) is North Americas 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 TTCs vision is to be a transit system that makes Toronto proud. The TTCs 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 AccountabilityReporting to the Manager - Safety & Security, this position is responsible for providing effective and efficient administrative and secretarial support to the Manager, Safety and Security. The incumbent coordinates and provide a variety of administrative functions and clerical support for the Safety & Security section. The incumbent carries out special assignments as directed; coordinates the preparation of responses to internal and external communication requests; and prepares a variety of correspondence, reports and other material related to the work performed by the Safety & Security section.Key Job Functions

• Assisting in the budget process by coordinating the preparation and typing of Project Summary Reports, Project Justifications, and Budget Schedules and preparing presentation slides and maintaining a file of same;
• Compiling, retrieving, and coordinating correspondence and data for the section in preparation of various reports;
• Typing a variety of general and confidential correspondence for the Safety and Security section, such as letters and memoranda;
• Reviewing correspondence to ensure correct formatting, grammar, spelling and continuity of content;
• Typing/taking/preparing a variety of technical correspondence, such as minutes, agendas, transmittals, faxes, Employee Performance Appraisals and Staff Summary Sheets, etc., which may involve compiling and/or verifying information, preparing drafts and proof-reading for accuracy, grammar, punctuation, etc. in accordance with department and corporate standards;
• Coordinating the preparation, typing, publishing online and delivery of the monthly ECE group level Safety & Security Report
• Reviewing internal and external correspondence, highlighting and bringing forward issues of importance for the Managers review;
• Tracking vacation allotments, timesheet submissions, overtime/lieu time requests, training requirements, mileage claims for section staff, in accordance with department and corporate standards;
• Coordinating office space and equipment requirements for section staff;
• Preparing slides relating to various safety & security presentations at Group meetings, Senior Managers/Executives meetings etc.;
• Maintaining a follow-up and action system for issues requiring responses to letters/memos and other requests by staff;
• Composing replies to routine correspondence for the section;
• Planning and organizing own workflow to ensure most efficient and productive results;
• Planning and organizing a daily appointment schedule for the section to ensure efficient use of time;
• Coordinating and arranging internal and external meetings and ensuring all background information is provided to the Manager;
• Preparing and maintaining complete and current project files using the document control system;
• Retrieving and compiling correspondence and/or data relating to specific issues for use by the section;
• Recording, profiling and sorting incoming/external correspondence and faxes using document control system;
• Answering, screening and responding to incoming phone calls, handling requests, enquiries and visitors providing information where possible or referring to appropriate staff or action.
• Some off-site visitation to various departments and to safety sensitive sites may be required.
• Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) 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.
• Candidate will be required to participate in the TTC Customer Service Ambassador Program.

Skills

• Communicate in a variety of mediums
• Maintain documentation and historical records
• Use office technology, software and applications
• Understand and apply administrative policies, processes, and procedures
• Apply analytical skills

Education and Experience

• Requires 5 years of experience in office administration, and familiarity with health, safety, security and environmental terminology. Completion of a post-secondary program in office administration or any combination of training, education and experience deemed equivalent.

Additional Requirements

• Sound knowledge of construction health, safety security and environmental concepts and practices;
• Sound knowledge of modern office methods, procedures, practices and equipment;
• Good knowledge of research methodology and techniques;
• Proficiency in the use of a personal computer and software applications relevant to the work (i.e. Outlook, SharePoint, Word, Excel, PowerPoint), and excellent keyboarding skills;
• Sound judgement; excellent interpersonal, oral and written communication skills that include an excellent knowledge of grammar, punctuation and spelling;
• Strong organizational skills, and the ability to handle several responsibilities at once under minimal supervision, meet deadlines, and produce high volume, quality work;
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employee.

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.Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job
• SimplyHired OnDemand

Stay Connected