Project Administrative Secretary - Jobs in Toronto, ON

Job Description

JOB INFORMATIONRequisition ID: 4882Number of Vacancies: 1Department: Streetcar Maintenance (20000605) - Head & Staff- Stc Maintenance (30000486)Salary Information: $59,677.80 - $74.529.00Pay Scale Group: 6SAEmployment Type: RegularWeekly Hours: 35 Off Days: Saturday and Sunday Shift: DayPosted On: June 9, 2022Last Day to Apply: June 10, 2022Reports to: Head, Vehicle MaintenanceThe 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 AccountabilityProvides effective and efficient administrative, secretarial and clerical support to the Head, Vehicle Maintenance. The role may also provide back up support to other departmental administrative staff when needed (e.g., during periods of absence).Key Job Functions

• Assist in collecting and tracking data and metrics to measure program success and identify deficiencies.
• Assist with and maintain various inventory systems for the department.
• Plan and coordinate the day-to-day activities of the section.
• Prepare payroll for section; maintain payroll records.
• Maintain calendar for the Head, Vehicle Maintenance.
• Prepare and/or assist in the preparation of documents, presentations, and reports for use by the department/section, and distribute to the appropriate parties in accordance with established standards.
• Prepare and/or assist with the preparation of correspondence and communication materials on behalf of the department/section, review and edit for accuracy, grammar, format, etc., and distribute as required.
• Liaise with other colleagues/support staff concerning routine administrative matters as well as other departments, and external parties under the direction of department staff.
• Compile and process data, verifying correctness, accuracy and consistency of information following established procedures and within timelines.
• Monitor and track information/data/records, following up, and updating as required.
• Provide instruction and guidance as required, coordinate training for department/section staff and assist as required.
• Provide back up support and/or other support functions to the department/section.
• Participate and assist with special projects and activities as directed.
• Maintain filing system.
• Order supplies through TTC Contracts and verification of orders; check and reconcile invoices.
• Participation in the TTC’s Customer Service Ambassador Program.
• 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.

Skills

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

Education and Experience

• Completion of a post-secondary college diploma or university degree in a related discipline or combination of education, training and experience deemed to be equivalent.

Additional Requirements

• Demonstrated experience with flowcharts and project schedules.
• Good knowledge of business administrative concepts and practices.
• Thorough knowledge of modern office methods, procedures, practices and equipment.
• Good knowledge of the tendering process, contract documents, specifications, as well as records management training.
• Knowledge of project management software.
• Proficiency in the use of a personal computer and computer applications (i.e. Microsoft Word, Excel, Access, PowerPoint, etc.).
• Sound judgment, good analytical, interpersonal, problem solving, verbal and written communication skills.
• Good organizational skills in order to handle changing work priorities.
• Ability to work in a project team environment and coordinate the work of others when assigned.
• Ability to produce high volume quality work, meet required deadlines and handle several responsibilities under minimal supervision.
• Must develop knowledge of TTC Mainframe applications: PPIN, FOCUS and IFS.

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 Human Resources – 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.Note: All TTC Employees are required to be fully vaccinated as a precondition of employment in accordance with TTCs Mandatory Vaccination PolicyWe thank all applicants for their interest but advise only those selected for an interview will be contacted.Quick Apply

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