ADMINISTRATIVE ASSISTANT 3

City of Toronto; Toronto; On-site; CAD 59,000 - 75,000; Full time

Job summary

The City of Toronto is seeking an Administrative Support professional to provide comprehensive support for the Children's Services Division. This full-time role involves organizing documentation, maintaining records, and assisting with confidential information. The ideal candidate will possess strong interpersonal skills and familiarity with the child care sector, while supporting the diverse needs of the community.

Qualifications

• Experience providing administrative support to senior management.
• Ability to work independently and handle multiple priorities.
• Familiarity with child care sector and relevant legislation.

Responsibilities

• Supports management with administrative tasks and confidential handling.
• Organizes documentation and prepares materials for grievances.
• Maintains filing systems and ensures effective communication.

Skills

Interpersonal Skills

Judgment and Discretion

Organizational Skills

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Customer Service

Equity and Diversity Knowledge

Job description

Job ID:55571

• Job Category:Administrative
• Division & Section:Children’s Services, Toronto Early Learning & Child Care Svcs
• Work Location:Metro Hall, 55 John Street
• Job Type & Duration:Full-time, 1 Permanent Vacancy
• Salary:$59,258.00 – $74,836.00, Wage Grade 3.5
• Shift Information:Monday to Friday, 35 hours per week
• Affiliation:Non-Union
• Number of Positions Open:1
• Posting Period:27-May-2025 to 10-Jun-2025

Toronto Early Learning and Child Care Services(TELCCS) providesearly learning and child care programs through 39 directly operated child care centres and the Toronto Home Child Care Agency as a part of the Children’s Services Division. Child care programs are available for children from birth to 12 years old.

We are committed to providing high quality, inclusive programs that support the health, well-being and learning of every child in our care. This role would provide administrative support to our direct operations.

Major Responsibilities:

• Supports the management team with all aspects of administrative tasks and the handling of confidential information
• Organizes and assists in the preparation of grievances and arbitration documentation
• Organizes and assists with the preparation, documentation, tracking and filing of College of ECE complaints and discipline processes and outcomes, including consultation with Legal and Labour Relations units
• Supports data collection and tracking for decision making purposes
• Able to apply equity lens to support highly diverse workforce and families in TELCCS
• Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Utilizes layout, formatting and keyboarding skills
• Maintains filing and retrieval systems for various records/documents. Ensures required documentation is distributed to appropriate staff
• Researches and provides information in response to enquiries/complaints and exchanges information with all levels of staff, elected officials, the public, government agencies or private companies and records detailed messages
• Drafts routine correspondence
• Co-ordinates meetings, appointments and interviews for TELCCS hiring processes, including screening
• Compiles material, prepares agenda and takes and transcribes minutes, processes forms, as required for the management team
• Supports work of Program Manager, Administrative Supervisor and Nutrition Services, including presentations etc
• Liaises with Staffing Unit and other units in various capacities
• Assists with budget administration and maintains and processes accounts receivable for the organizational unit.
• Maintains effective, highly service oriented working relationships with divisional staff, officials and staff outside the division
• May provide work direction and training to clerical employees

Key Qualifications:

1. Experience performing administrative/secretarial support duties to senior management and/or teams
2. Experience in formatting complex reports, correspondence, charts, tables, presentations, and other documents using Microsoft Word, Excel, and PowerPoint
3. Experience providing customer service in a fast-paced environment demonstrating highly developed interpersonal skills dealing effectively with people in difficult situations and with all levels of staff and the general public
4. Experience exercising independent judgement and discretion in dealing with confidential operational matters and with management staff
5. Experience working independently with minimal supervision, prioritizing work schedule effectively, completing assigned duties within timelines, handling multiple projects and priorities and working in a team environment.
6. Familiarity with the child care sector, including relevant legislation, collective agreements and HR policies and procedures.
7. Must have flexibility to work long hours in peak periods and be able to work flexible hours, including weekends
8. Experience using e-learning systems would be an asset.
9. Lived experience or significant skill and knowledge in areas of equity and diversity would be an asset.

Note To Current City of Toronto Employees

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a “Current City of Toronto employee” on the on-line application form, and provide your “Employee Number”.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment toemployment equity.

Accommodation

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). 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 theapplication processis available upon request. Learn more about the City’sHiring Policies and Accommodation Process.