Project Administrative Secretary
JOB INFORMATION
Number of Vacancies: 1
Department: Innovation & Sustainability Services - Renewable Energy Programs
Employment Type: 1 year
Weekly Hours: 35 Off Days: Saturday and Sunday Shift: Day
The Toronto Transit Commission (TTC) is North America's third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC's vision is to be a transit system that makes Toronto proud. The TTC's recruitment efforts are directly aligned to its mission of providing "a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy."
General Accountability
This position is responsible for planning and coordinating daily activities of the department and providing administrative and clerical support for the Section and senior staff of the Project Teams.
DUTIES AND RESPONSIBILITIES
Under the direction of their respective manager, this position provides administrative and office support by:
- Preparing general and confidential correspondence such as letters, memoranda etc. for the Head and Project Management staff to sign;
- Typing a variety of technical correspondence, such as minutes, agendas, transmittals, faxes, Contract Document Release, Work Assignment Document Release, Certificate of Acceptance and Handover, Employee Performance Appraisals and Staff Summary Sheets etc., which may involve compiling and/or verifying information, preparing drafts and proof-reading for accuracy, grammar, punctuation, etc. in accordance with department and corporate standards;
- Composing replies to routine correspondence for Manager’s signature;
- Acting as recording secretary for project team meetings as required;
- Maintaining and updating the various documents in appropriate folders and/or in appropriate document management systems;
- Coordinating and arranging meetings with staff of the TTC and external agencies and ensuring all background information is provided to the Manager;
- Preparing and maintaining complete and current project files using the designated document control system(s);
- Retrieving and compiling correspondence and/or data relating to specific projects/issues for use by department personnel
- Substitutes for the administrative support staff and other clerical as required;
- Performs related duties as assigned
- Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.
Skills/Knowledge/Experience
Required
- Sound knowledge of administrative concepts and practices;
- Proficient in the use of current computer software packages applicable to work performed (word processing, spreadsheets, graphic presentations, databases etc);
- Detail oriented and possess well-developed organizational and interpersonal skills;
- Effective oral and written communications skills to exchange and verify information;
- Must be able to work in a team environment, and to oversee and co-ordinate work of others when assigned;
- Must be capable of producing high volume, quality work, meet required deadlines and have the ability to handle several responsibilities, under minimal supervision, in a dynamic demanding environment;
- Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees;
Formal Education/training through which skills normally acquired:
Completion of Post-Secondary education in Office Administration, or the equivalent, combined with several years of experience in office administration.
Physical/Mental Demands and Working Conditions
Good general office working conditions. Light physical effort and close visual attention to detail is required.
TTC Specific Requirements
Requires sound knowledge of departmental and TTC policies, procedures and practices applicable to the work performed.
The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQ(IA+) community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability.
Any information received related to an accommodation will be addressed confidentially.