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About the Role

Performs varied administrative tasks, coordinates service requests, prepares documents, and responds to inquiries to support the Technology & Customer Experience division of Toronto Water.

Responsibilities

• Performs varied administrative tasks involving correspondence preparation, research, investigations, data reconciliation, and service administration.
• Coordinates service requests and prepares paperwork to meet deadlines for field crews, including booking appointments, creating service requests, updating systems, confirming appointments, tracking requests, supporting field crews, and rescheduling.
• Prepares and proofreads various documents like manuals, reports, letters, and memoranda according to City standards.
• Prepares and processes documents, statistical summaries, and reports, assessing and analyzing data.
• Prepares and updates supporting documentation for program files.
• Responds to inquiries via email, phone, and in-person, utilizing knowledge of procedures, by-laws, and services.
• Operates office equipment and computers using various software packages, including Microsoft Office 360, and prepares presentation materials.
• Coordinates and maintains records, retrieval systems, and databases using computerized management systems.
• Develops and updates mailing lists, manuals, computerized filing systems, and inventory systems.
• Maintains office supply inventories and liaises with vendors for procurement.
• Coordinates, schedules, and attends meetings and events, taking and transcribing minutes.
• Prepares and processes confidential and sensitive documents with discretion.
• Performs internet and intranet research to respond to inquiries.
• Performs other duties as assigned.

Requirements

• Considerable clerical/administrative experience in planning and scheduling appointments, preparing correspondence, coordinating activities, organizing data, records management, and handling customer inquiries.
• Considerable experience in providing customer service to City staff, contractors, and residential/commercial customers.
• Considerable experience with Microsoft Office Suite (Word, PowerPoint, Excel, Access, Outlook).
• Considerable experience creating and formatting complex documents, reports, charts, spreadsheets, graphs, statistical data, and presentations.
• Ability to utilize other software packages relevant to supporting the division's core requirements.
• Ability to utilize the internet for effective research.
• Excellent oral and written communication skills.
• Strong interpersonal skills to deal effectively with all levels of staff, contractors, and the public tactfully and courteously.
• Strong organizational, analytical, problem-solving, and multi-tasking skills with the ability to set priorities in a fast-paced environment.
• Ability to exercise independent judgment and discretion in dealing with confidential operational matters.
• Ability to plan and organize meetings, interviews, and conferences.
• Familiarity with programs and services in the Toronto Water Division.
• Understanding of municipal operations, council proceedings, enforcement, legislation, and divisional/political issues related to Toronto Water.
• Working knowledge of City Bylaws pertaining to the unit and unit objectives.
• Ability to work effectively with employees in a team-oriented environment.
• Speed and accuracy in data entry functions.

Skills

• Microsoft Office 360
• Hansen
• Salesforce
• WMACS
• Trimble
• Aclara
• Google Maps
• Internet research
• Data entry

Location

• 1026 Finch Ave West, Toronto, ON M3J 2L8, Canada

Work Type

• Full-Time
• Temporary

Experience Level

• Considerable clerical/administrative 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.
• 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.