SUPPORT ASSISTANT B - Jobs in Toronto, ON

Job Description

Job ID: 25633Job Category: AdministrativeDivision & Section: Economic Development & Culture, Business Improvement Area Office, Business Growth Services Unit and Museum & Heritage Services UnitWork Location: Various, See BelowJob Type & Duration: Full-time, 3 Temporary (12, 14 and 18 Month) VacanciesHourly Rate: $32.69 - $35.83Shift Information: Monday to Friday, 35 Hours Per WeekAffiliation: L79 Full-timeNumber of Positions Open: 2Posting Period: 31-Jan-2023 to 14-Feb-2023Work Location Information:
• One (1) temporary (14 Months) vacancy located at 77 Elizabeth Street, Toronto, M5G 1P5 (Business Improvement Area Office - Main Street Initiatives Unit)
• One (1) temporary (12 Months) vacancy located at City Hall, 100 Queen Street West, Toronto, M5H 2N2 (Business Growth Services Section - Sector Development Unit)
• One (1) temporary (18 Months) vacancy located at Fort York, 250 Fort York Blvd, Toronto, M5V 3K9 (Museum & Heritage Services Unit)

Are you passionate about working collaboratively with a dynamic team in a fast-paced environment to support Torontos Economic Development & Culture Division as it connects with diverse communities in the City The division has three exciting opportunities for you.Business Growth Services Team:Business Growth Services are designed to help Toronto businesses reach their full potential with a focus on job creation and investment. Reporting to the Manager of the Sector Development Office (SDO) unit or the Manager of the Main Street Initiatives (MSI) unit, the Support Assistant B will be a part of a team of professionals and provide overall administrative support as it relates to supporting the daily operations of the respective SDO or MSI unit including project management, business reporting preparation, administration of the Business Growth Services portfolio, internal communications and customer service relative to the delivery of various divisional and corporate initiatives. The Support Assistant B will also be supporting the work of the Business Improvement Area Office by providing day to day administrative support for the Streetscape Designers and Economic Partnership Advisors.Museum and Heritage Services Team:Museum and Heritage Services operates 10 historic sites, including Toronto’s iconic Fort York National Historic Site, that collectively tell the story of Toronto. Reporting to the Museum Administrator, Fort York National Historic Site, the Support Assistant B supports all aspects of operations and programming at Fort York as well as Toronto History Museums site-wide initiatives such as the online shop. The Support Assistant B is proactive about daily tasks and ongoing assignments, well organized, detail oriented and works well independently. You are savvy about MS Excel worksheets and formulas with the ability to analyze and present data in visually compelling reports for senior level management. The Support Assistant B provides excellent internal and external customer service and possesses knowledge of and experience with government processes.Specifically the Support Assistant B:Major Responsibilities:

• Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash.
• 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. Performs complex calculations.
• Directs, coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff.
• 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 and maintains a complex record/retrieval system. Maintains supplies inventories.
• Responds to e-mails, telephone and in-person inquiries from senior staff, the public, agencies and other levels of government utilizing in-depth knowledge of procedures, regulations and criteria.
• Reviews, accepts or rejects material/applications from the public, ensuring all criteria have been met.
• Receives and pays out cash and cheques, controls, monitors and balances petty cash, prepares bank deposits, withdrawals, reconciliations and processes/checks financial payments. Assists with budget administration for unit.
• Co-ordinates meetings, events and schedules. Takes/transcribes minutes.

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

• Considerable experience performing administrative work for a senior manager and divisional team related to the job duties of the position.

• Experience with budget procedures and practises, data analysis and reporting (i.e. variance reports).

• Considerable experience using Microsoft Office Suite (i.e. Microsoft Excel, Word, Outlook, and PowerPoint), payroll and purchasing software programs (e.g. SAP, ARIBA or equivalent) with experience with payment methods and experience in Purchase Orders and Contract Release Orders.

• Considerable experience in a customer service environment responding to enquiries by phone, email and in-person, dealing directly with the public in person and/or by phone.

• Considerable experience composing written correspondence, taking minutes, drafting letters and memoranda.

• Experience with filing systems and management of large volumes of data in relation to entering, retrieving and updating data and maintaining databases both hard copy and electronic.

You must also have:

• Ability to work well in team environments and working collaboratively within a multi-disciplinary team.
• Exceptional attention to detail, and ability to take initiative on routine tasks.
• A demonstrated interest in the work being done by the Citys Museums and Heritage Services and knowledge of museum practices would be an asset.
• Knowledge of financial operations related to retail function is an asset for the Museum and Heritage Services position.
• Independent judgment and discretion in dealing with confidential business proposals and information as well as staff matters such as performance reviews and salary increments.
• Knowledge of City and Departmental policies and procedures, municipal government operations, council and committee proceedings.
• Excellent interpersonal skills with the ability to communicate effectively, both orally and in writing, with politicians, business executives, senior managers and staff.
• Ability to work independently, organize and perform work with little supervision.
• Strong organizational, and multi-tasking skills with the ability to be flexible when priorities shift.
• Ability to work effectively and efficiently in a fast-paced environment.
• Flexibility to travel to other City work locations when required.

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 Citys Internal Job Posting Portal.Equity, Diversity and InclusionThe 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.AccommodationThe 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.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