SUPPORT ASSISTANT A

The City of Toronto is seeking a Support Assistant A to provide program support in the areas of correspondence, data extraction, and reporting. The role involves performing specialized administrative tasks, managing documentation, and ensuring effective service delivery within the public health division.

Responsibilities

• Performs specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and co-ordination of various documentation and processes
• Administers, prepares, processes and composes documents, statistical summaries and reports as requested
• Enters and retrieves data using administrative systems and databases and operates computers utilizing and manipulating a variety of software packages
• Maintains a filing system on administrative procedures and operational documents, (e.g. requisitions, policies, interdepartmental work orders and operations)
• Interprets and applies regulations and practices. Prepares calculations and analysis of data. Compiles data and reports for forecasting/budgeting
• Assists management in the coordination of program support activities including staff training, service delivery
• Ensures service delivery of the unit and monitors/controls unit work standards. Reviews processes/work for accuracy, prior to authorizing. Identifies and recommends modifications and oversees implementation of changes. Assists with operational programs/functions
• Provides information and guidance to staff, Councillors, the public, agencies, other levels of government etc. orally or in writing, and responds to the public and other city departments in handling inquiries or complaints and investigates status of service requests
• Ensures and checks the preparation and processing of documents in accordance with appropriate policies and legislation, and coordinates incoming and outgoing correspondence
• Provides work direction, coordination, training, guidance and backup support to assigned staff as required
• Drafts correspondence in response to inquiries for the Manager(s)'s signature as requested Attends meetings and hearings and acts as the division and/or unit representative
• Coordinates meetings, events and schedules. Takes/transcribes minutes
• Maintains inventory of publications and other resources for distribution
• Coordinates preparation of resource orders and arranges pick-up and delivery of orders; maintaining records of all publication order and deliveries
• Coordinates the purchasing of supplies

Skills

• Extensive office administration and coordination experience within a team environment
• Considerable experience in developing and implementing administrative work procedures, systems and project coordination
• Considerable experience using large, complex internal and external databases and in word processing, statistical summaries, reports, spreadsheets and presentations (e.g. Microsoft Office Suite including Word, Excel, PowerPoint, Outlook, Teams and Visio)
• Excellent organizational skills with the ability to work effectively according to procedures and timelines and proven ability to set priorities in a high-pressure environment
• Excellent verbal and written communication skills with the ability to respond to staff and public in a courteous, professional and effective manner
• Highly developed interpersonal and customer service skills, including conflict resolution, problem solving, decision making and situational assessment
• Basic knowledge of the City of Toronto's purchasing policies and procedures
• Ability to work cooperatively with a broad range of stakeholders
• Ability to work independently with minimum supervision in a team environment
• Ability to handle and resolve difficult situations in a professional manner, using knowledge of legislation, regulations, by-laws, policies, practices and procedures and referring as appropriate
• Ability to deal with confidential information, handling of confidential health records and client personal health information
• Ability to utilize other software packages relevant to supporting Toronto Public Health
• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces
• Ability to support Toronto Public Health's mission and values

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