Administrative Assistant (Indigenous Affairs Office)
Are you an administrative professional with lived experience as an Indigenous person, looking for an opportunity to support the City of Toronto’s relationship with Indigenous peoples and contribute to reconciliation? If so, consider this exciting role with the City’s Indigenous Affairs Office.
As the Administrative Assistant to the Manager, Indigenous Affairs Office, you will rely on your administrative skills on a daily basis to deliver top-quality service and contribute to a positive team environment which values equity and inclusive behaviours. You will perform a variety of administrative functions, and actively contribute to achieving the objectives of the Indigenous Affairs Office such as supporting divisions in their work with First Nations, Métis and Inuit, and strengthening the City's relationship with Indigenous communities.
Your primary responsibilities as Administrative Assistant to the Indigenous Affairs Office will be varied, but will include:
• Monitors and controls the workflow of the Unit, ensuring adherence to relevant policies.
• Handles scheduling of appointments and ensures that the appropriate information is provided.
• Conducts background research and investigations, and retrieves information on various issues.
• Coordinates meetings, events and schedules.
• Takes/transcribes minutes at meetings, events, etc., as required.
• Maintains continuous awareness of municipal matters, departmental administrative systems and procedures, organization structures in the Division, and major activities in order to provide effective administrative assistance.
• Operates a variety of office equipment and computers, utilizing a variety of desktop applications and corporate systems.
• Checks work for accuracy and conformity with regulations, policies and procedures, and corrects/resolves outstanding/incorrect items prior to signature.
• Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.
Communications and Issues Management
• Screens, reviews and prioritizes incoming mail, processes correspondence, and initiates response.
• Receives and provides initial response, including initial data collection related to telephone calls, email and correspondence from the general public and staff, and refers for appropriate action.
• Liaises and exchanges information with all levels of staff, elected officials and the public.
• Ensures that the tracking and following up of requests are maintained and deadlines are met.
• Responds to enquiries and complaints from senior staff, the public, agencies, and other levels of government, utilizing in-depth knowledge of procedures, regulations, criteria, etc., and records detailed messages.
• Drafts correspondence, composes and types letters and memoranda, and routes or answers correspondence.
• Prepares presentation material utilizing appropriate layout and formatting.
Human Resources and Financial Management
• Exercises caution and discretion with confidential information.
• Prepares correspondence, including that of a confidential nature.
• Assists with budget administration for the Unit.
• Administers petty cash.
Reporting and Record Keeping
• Coordinates and maintains a complex record/retrieval system.
• Maintains supplies and inventories.
Council and Committee Agenda Management
• Prepares and organizes Council materials (including confidential and employment/labour relations matters), background, and briefing notes.
• Formats Committee reports prior to signature.
Your application for the role of Administrative Assistant (Indigenous Affairs Office) must describe your qualifications as they relate to:
1. Lived experience as an Indigenous person and a commitment to support reconciliation with Indigenous peoples.
2. Considerable experience providing administrative support to management, handling a broad range of administrative matters, standard office practices and procedures.
3. Considerable experience organizing and scheduling meetings, conferences and special events with all levels of staff, elected officials, other levels of government and the public.
4. Considerable experience utilizing a variety of software packages (e.g. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
5. Considerable experience in the preparation, drafting and editing of standard correspondence and reports, charts, tables and statements to a range of stakeholders, including senior management.
6. Ability to work independently and in a team, in a politically sensitive environment, using sound judgement.
7. Ability to prioritize multiple tasks and manage interruptions, assess situations to determine the importance, urgency and risks, and make clear decisions that are timely and in the best interests of the Office.
8. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
9. Ability to research and prepare information in a timely manner.
10. Strong analytical and problem-solving skills.
11. Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and work effectively with minimal supervision, and deal with conflicting priorities and work demands.
12. Excellent communication skills, both orally and in writing, including a strong command of grammar and writing skills for the purpose of proofreading and editing.
13. Resourcefulness, adaptability and a high degree of initiative.
14. Knowledge of municipal operations that may include, but is not limited to, Council proceedings, corporate protocols, established Committees functions, both internal and special interest groups and current political issues.
15. Knowledge of the legal, social, economic and political issues affecting Indigenous communities in Canada.
Salary Range: $60,478.60 - $71,052.80 per year
Work for the City you love
Toronto is Canada’s largest city, the fourth largest in North America, and home to a diverse population of about 2.8 million people. Consistently ranked one of the world’s most livable cities, we are a global centre for business, finance, arts and culture. Join the award-winning Toronto Public Service as Administrative Assistant (Indigenous Affairs Office) within our City Manager’s Office.
For more information on this and other opportunities with the City of Toronto, visit us online at www.toronto.ca/jobs. To apply online, submit your resume, quoting File #2316172 X, by December 28, 2018.
If you are interested in learning more about the Indigenous Affairs Office, you can participate in a teleconference call with Selina Young, Manager, Indigenous Affairs Office & Human Resources, on Wednesday, December 12, 2018 from 12:00 pm – 1:00 pm. You will have the opportunity to ask questions related to the position, working for the City of Toronto's Indigenous Affairs Office as well as the City's application process.
Please e-mail your request to participate in the teleconference call to Citytojobs@Toronto.ca subject: "Administrative Assistant, Indigenous Affairs Office" and we will provide a conference contact # and a conference ID.
Accommodation: If you are an individual who requires accommodation, due to disability under the Ontario Human Rights Code, to apply for this position, please email us at firstname.lastname@example.org, quoting job ID #2316172 X and the job classification title. The City is committed to providing Code-protected accommodation throughout its hiring process. Please visit Hiring Policies and Statements for further details.