Toronto Transit Commission (TTC) Looking for Administrative Assistant (8996) at Greater Toronto Area, Canada Full Time

JOB INFORMATION

Requisition ID: 8996

Number of Vacancies: 1

Department: Enterprise Asset Management (20001215) – Enterprise Asset Mgmt Prgm Delivery (30000571)

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

Pay Scale Group: 7SA

Employment Type: Regular

Weekly Hours: 35 Off Days: Saturday and Sunday Shift: Day

Posted On: February 2, 2024

Last Day to Apply: February 8, 2024

Reports to: Head of Enterprise Asset Management

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

This position is responsible for providing administrative and secretarial support to Head, Chief Project Manager, or Project Director of the Department and for providing efficient and effective administrative and office support services for the designated Department. The incumbent carries out special assignments as directed; coordinates the preparation of responses to internal and external communication requests; researches information and prepares a variety of correspondence, reports and other material related to the work; and provides guidance and direction to departmental staff regarding administrative functions, office procedures and corporate policies.

Key Job Functions

• Planning and coordinating the daily activities of the assigned department.
• Processing all incoming correspondence addressed to the assigned department and initiating action to be taken.
• Preparing replies to all routine, confidential and sensitive correspondence and investigating/composing replies to correspondence pertaining to various aspects of departmental activities.
• Preparing general and confidential correspondence for signature/approval.
• Maintaining follow-up and action systems on all issues requiring response to ensure timely completion of responses.
• Investigating and expediting various matters including queries from Senior Management.
• Answering and/or screening telephone inquiries and/or concerns/issues received from various internal/external sources.
• Preparing, reviewing and/or processing various reports, analyses and recommendations as well as staff summary sheets, workforce change requests, recruitment requisitions, purchase authorizations, etc.; as pertaining to areas of responsibility.
• Participating in various meetings/committees, taking notes on action-items, and following up to ensure appropriate action is taken.
• Compiling and researching pertinent background information on requested matters and other personnel in the preparation of reports and letters.
• Handling requests for information where appropriate or directing to appropriate areas within the Department/TTC.
• Coordinating and arranging meetings with senior staff of the TTC and external agencies and ensuring all background information is provided.
• Forwarding emails to appropriate staff for action/information.
• Editing/proof-reading all completed correspondence prepared for attention and/or signature, and other senior officials of the TTC, to ensure correct formatting, grammar, spelling and continuity of content.
• Assisting in the preparation of departmental budget, which involves compiling budget data for reports and presentation.
• Researching, investigating and compiling information in response to various inter-departmental requests.
• Providing assistance/direction to staff within the department on matters related to Board reports, policies, protocol and departmental practices and procedures.
• Setting up, maintaining, and determining retention periods of all file systems including confidential files within the assigned department.
• Carrying out and/or coordinating special projects and assignments as directed.
• 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

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

Education and Experience

• Completion of a post-secondary program in office administration, or the equivalent, combined with several years of progressively senior experience in an office administrative capacity; or a combination of education, training and experience deemed to be equivalent.

Additional Requirements

• Sound knowledge of business administration concepts and practices.
• Good knowledge of research methodology and techniques.
• Proficiency in the use of a personal computer and software applications relevant to the work (i.e. 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 employees.

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 LGBTQIA+ 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.