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About the Role

This role involves performing a variety of administrative and clerical duties to support the Transportation Services division. Key responsibilities include document preparation, data reconciliation, financial processing, record management, and coordinating staff onboarding/offboarding. The position requires strong organizational, communication, and computer skills to manage tasks efficiently and support divisional operations.

Responsibilities

Perform tasks including preparation, research, summary, and reconciliation of information and data.
Prepare and process documents, invoices, progress payments, and expense claims.
Check forms and documents for accuracy and conformity with City policies, regulations, and procedures.
Initiate investigation requests based on inquiries and ensure staff responses.
Review, edit, and format Council reports and logs, and update the Agenda.
Operate office equipment and multi-functional devices using various software packages (e.g., SAP ARIBA, S4Hana, PTP, SharePoint, Microsoft Office Suite, Maximo Work Order management system).
Coordinate and maintain electronic and hard copy records, including labeling, storing, organizing, and archiving documents.
Monitor, order, and maintain office supplies and resource materials.
Respond to inquiries via email, telephone, and in-person, directing them to the appropriate staff.
Prepare Purchase Requisitions, Department Purchase Orders, P-Card, and conference requests.
Maintain attendance and training records.
Coordinate onboarding of new staff hires, including system setup, account requests, software access, ID card access, equipment ordering, and telecommunication setup.
Coordinate offboarding of staff, including network access removal, equipment return, and ID card access revocation.
Oversee managers' calendars and coordinate meetings, events, and schedules, resolving conflicts.
Book meeting rooms for unit staff.
Plan and coordinate team activities and events.
Prepare meeting materials such as agendas, minutes, and presentations.
Assist the manager in monitoring staff training course and conference completion.
Review manager's voicemail and redirect messages.
Perform any other duties as assigned.

Requirements

Considerable experience performing various clerical and administrative duties related to job functions (e.g., formatting procedures for Council and Committee reports; preparing minutes, agendas, reports, and letters; managing confidential electronic and hard copy files and spreadsheets).
Considerable experience in a customer service environment, dealing directly with groups such as the public, all levels of internal staff, and other external contacts.
Considerable experience using computers and the ability to utilize a variety of software packages such as Microsoft Office Suite (e.g., Word, Excel, PowerPoint, etc.) and other computer systems relevant to supporting the division's core requirements (e.g., Adobe Acrobat, Webex, Docusign, SharePoint, Maximo, PTP, RACS, GIS, etc.).
Considerable experience in preparing and processing expense or financial reports, invoices, progress payments, P-Card, expense claims, Purchase Requisitions, and Purchase Orders related to budgets.
Excellent organizational, analytical, problem-solving, and multi-tasking skills.
Ability to meet tight deadlines and assess priorities.
Excellent communication/interpersonal skills and the ability to deal effectively with all levels of staff, councilors, the public, and external contacts in person, by telephone, and in writing.
Ability to exercise independent judgment and discretion in dealing with confidential operational matters.
Ability to plan and organize appointments, meetings, interviews, and conferences.
Understanding of municipal operations, council proceedings, legislation, divisional, and political issues.
Must be resourceful, flexible, adaptable, and able to work independently with minimal supervision.
Familiarity with programs and services in the Transportation Services Division is an asset.
Familiarity with purchasing practices, inventory control, budget, payroll, and administrative policies, procedures, and practices is an asset.

Skills

SAP ARIBA
S4Hana
PTP
SharePoint
Microsoft Office Suite
Maximo Work Order management system
Adobe Acrobat
Webex
Docusign
RACS
GIS
Clerical duties
Administrative duties
Customer service
Computer proficiency
Organizational skills
Analytical skills
Problem-solving skills
Multi-tasking skills
Communication skills
Interpersonal skills
Independent judgment
Discretion
Planning
Organization
Resourcefulness
Flexibility
Adaptability
Purchasing practices
Inventory control
Budget management
Payroll administration
Administrative policies
Administrative procedures
Administrative practices

Location

703 Don Mills Road
Metro Hall, 55 John Street

Work Type

Full-time
Permanent
Temporary

Experience Level

Considerable experience

Salary/Compensations

$36.35 - $39.69 per hour

About the Company

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
The 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).

Equal Opportunity

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve.
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.