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.ResponsibilitiesPerforms specialized administrative tasks, including preparation, investigation, research, review, reconciliation, control and co-ordination of various documentation and processesAdministers, prepares, processes and composes documents, statistical summaries and reports as requestedEnters and retrieves data using administrative systems and databases and operates computers utilizing and manipulating a variety of software packagesMaintains 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/budgetingAssists management in the coordination of program support activities including staff training, service deliveryEnsures 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/functionsProvides 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 requestsEnsures and checks the preparation and processing of documents in accordance with appropriate policies and legislation, and coordinates incoming and outgoing correspondenceProvides work direction, coordination, training, guidance and backup support to assigned staff as requiredDrafts 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 representativeCoordinates meetings, events and schedules. Takes/transcribes minutesMaintains inventory of publications and other resources for distributionCoordinates preparation of resource orders and arranges pick-up and delivery of orders; maintaining records of all publication order and deliveriesCoordinates the purchasing of suppliesSkillsExtensive office administration and coordination experience within a team environmentConsiderable experience in developing and implementing administrative work procedures, systems and project coordinationConsiderable 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 environmentExcellent verbal and written communication skills with the ability to respond to staff and public in a courteous, professional and effective mannerHighly developed interpersonal and customer service skills, including conflict resolution, problem solving, decision making and situational assessmentBasic knowledge of the City of Toronto's purchasing policies and proceduresAbility to work cooperatively with a broad range of stakeholdersAbility to work independently with minimum supervision in a team environmentAbility to handle and resolve difficult situations in a professional manner, using knowledge of legislation, regulations, by-laws, policies, practices and procedures and referring as appropriateAbility to deal with confidential information, handling of confidential health records and client personal health informationAbility to utilize other software packages relevant to supporting Toronto Public HealthAbility to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplacesAbility to support Toronto Public Health's mission and valuesCompany OverviewThe City of Toronto is the fourth largest city in North America and the fourth largest government in Canada. It was founded in 1793, and is headquartered in Toronto, Ontario, CAN, with a workforce of 10001+ employees. Its website is http://www.toronto.ca.



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