SUPPORT ASSISTANT A

City of Toronto; Toronto; On-site; CAD 30,000 - 60,000; Full time

Job summary

A municipal authority in Toronto is seeking a Support Assistant A for an administrative role within the Clinical Services directorate. In this full-time, temporary position, the selected candidate will support management teams with specialized administrative tasks, scheduling, and report preparation. Ideal candidates will possess experience in office coordination, report drafting, and advanced knowledge of Microsoft Office applications. Strong organizational and communication skills are essential for success in this role.

Qualifications

• Considerable experience in developing administrative work procedures.
• Experience drafting and formatting complex reports and documents.
• Skilled in coordinating meetings and events effectively.

Responsibilities

• Perform specialized administrative tasks, including scheduling.
• Administer and prepare statistical summaries and reports.
• Provide guidance to staff and handle public inquiries.

Skills

Administrative procedures development

Report drafting

Office coordination

Meeting coordination

Complex database management

Communication skills

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Microsoft Visio

Microsoft Teams

Job description

Job ID: 61095
Job Category: Administrative
Division & Section: Public Health, Strategy & Clinical Services
Work Location: 117 The Esplanade, Toronto, ON M5E 1V2
Job Type & Duration: Full-time, Temporary (12 month) vacancy
Hourly Rate and Wage Grade: $38.58 - $42.26, Wage Grade 10
Shift Information: Monday to Friday, 35 hours per week
Affiliation: L79 Full-time
Number of Positions Open: 1
Posting Period: 09-Dec-2025 to 19-Dec-2025

Reporting to the Clinic Manager in the Clinical Services directorate, the Support Assistant A will play a key administrative role in supporting the management teams and cross-cutting functions within the Clinical Services directorate.

Job Responsibilities

• Performs specialized administrative tasks, including calendar and scheduling management, document preparation, record-keeping, meeting support, 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 Public Health databases and operates computers utilizing and manipulating a variety of software packages.
• Maintains a filing system on administrative procedures, (e.g., requisitions, policies, interdepartmental work orders and Intake operations).
• Interprets and applies regulations and practices. Prepares calculations and analysis of data. Compiles data for forecasting/budgeting.
• 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 the incoming and outgoing correspondence.
• Provides work direction, coordination, training, guidance and backup support to assigned staff as required.
• Attends meetings and hearings and acts as the division and/or unit representative.
• Professional communication, stakeholder liaison and strong ability to apply discretion and confidentiality.
• Coordinates meetings, events and schedules for Clinical Services Management Teams. 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.
• Registering clients who attend clinic for treatment.

Key Qualifications

Your application must describe your qualifications as they relate to:

• Considerable experience in developing and implementing administrative work procedures/systems and project coordination.
• Considerable experience drafting, preparing and formatting complex reports, letters, memos.
• Considerable experience in office coordination, purchasing activities, preparing and monitoring budget processes.
• Extensive experience recording and transcribing minutes.
• Extensive experience in booking and coordinating meetings, events and schedules.
• Extensive experience with complex database systems and with advanced applications in word processing, statistical summaries, reports and spreadsheets (i.e. Microsoft Word, Excel, and PowerPoint, Outlook, Visio and TEAMS).

You must also have:

• Knowledge of Toronto Public Health's organizational design and functions.
• Knowledge of the City of Toronto's purchasing polices and procedures.
• Excellent organizational skills with the ability to perform in a high-pressure environment.
• Ability to work independently to set priorities and meet deadlines with minimal supervision and within a team environment.
• Ability to communicate effectively both verbally and in writing with all levels of staff, the public, external agencies and service providers, and City officials.
• Ability to research and communicate information in a clear and concise manner.
• Ability to deal with confidential matters.
• Ability to travel and attend site meetings.

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

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 to employment equity.