SUPPORT ASSISTANT B

Division & Section: Transportation Services, Operations Maintenance

Work Location: Various, please see below (Hybrid)

Job Type & Duration: Full-time, Permanent Vacancy

Hourly Rate: $33.34 - $36.55

Shift Information: Monday to Friday, 35 hours per week

Affiliation: L79 Full-time

Number of Positions Open: 3

Posting Period: 14-Mar-2025 to 28-Mar-2025

Location and Shift Information:

1. 433 Eastern Avenue: 1 Permanent Vacancy, 4 days in-office per week
2. Ellesmere Yard, 2000 Midland Avenue: 1 Permanent Vacancy, 3 days in-office per week
3. 64 Murray Road: 1 Permanent Vacancy, 4 days in-office per week

Please note, additional vacancies may arise which may vary in location and number of days in-office.

The Transportation Services Division’s Operation and Maintenance Contract Development, Delivery, and Inspections Unit (CDDI) is seeking a Support Assistant B to join the team.

This is an exciting time to join the Operations and Maintenance Section, which is leading the transformation of Toronto’s road operations. The Section’s major initiatives include multi-modal winter maintenance, road, sidewalk, and bikeway repairs, capital construction contract development, delivery, inspection, complaint resolution, and the installation and maintenance of signage and pavement markings. The CCDI unit is at the forefront of delivering operating and capital programs with a strong focus on cost efficiency, sustainability, equity, and multi-modal transportation solutions.

Major Responsibilities:

1. Performs varied administrative tasks involving the preparation, research, summary and reconciliation of data and the control and expedition of documents, data, revenues and cash.
2. Prepares and processes documents/statistical summaries/reports etc. Assesses and analyses data.
3. Checks work for accuracy and conformity with regulations, policy and procedures and corrects/resolves outstanding/incorrect items. Identifies issues and recommends solutions.
4. Directs, coordinates, schedules and trains assigned staff. Checks/verifies work of assigned staff.
5. Utilizes a variety of software packages including Microsoft Office (i.e. Word, Excel, PowerPoint) and data management systems (i.e. SAP, ELI, Maximo, TMMS, ArcGIS/QGIS etc.)
6. Coordinates and maintains a complex record/retrieval system for contract documents, standard operating procedures and workflows.
7. Maintains files (including confidential records with a particular focus on electronic files), office supplies and supplies inventories.
8. Responds to e-mails and telephone inquiries from senior staff, the public, and other levels of government utilizing in-depth knowledge of procedures and criteria.
9. Coordinates meetings, events and schedules.
10. Organizes and prioritizes work tasks.
11. Drafts and signs correspondence.
12. Assists with budget administration for the unit.

Key Qualifications:

Your application must describe your qualifications as they relate to:

1. Considerable experience assessing and resolving customer inquiries and operational challenges while engaging with diverse stakeholders, including the public, internal staff at all levels, and external partners.
2. Experience in the creation of standard operating procedures and work flow documentation including identifying inefficiencies in processes and implementing improvements to streamline field operations.
3. Considerable experience in managing and analyzing confidential data, ensuring accurate record-keeping (particularly electronic files) and efficient information retrieval.
4. Considerable experience with various software packages including Microsoft Office (i.e. Word, Excel, PowerPoint) and data management systems (i.e. SAP, ELI, Maximo, TMMS, ArcGIS/QGIS etc.)

You must also have:

1. Excellent keyboarding and proofreading skills with emphasis on accuracy.
2. Excellent organizational skills with the ability to set priorities in a fast-paced environment to meet tight, sometimes conflicting, deadlines and work with minimum supervision.
3. Ability to identify, analyze problems and inefficiencies and to develop effective solutions.
4. Ability to identify and address operational inefficiencies by streamlining administrative processes, reviewing and validating critical data, and providing actionable insights through statistical summaries and reports.
5. Excellent customer service and communication skills.
6. Ability to work effectively as part of a team.
7. Ability to deal with staff and senior officials tactfully and courteously with good written and verbal communication skills.
8. Ability to work effectively with colleagues, provincial officials, consultants, solicitors and other internal and external clients.
9. Ability to maintain a high level of confidentiality.
10. Ability to work in office only (no remote work) for some locations.
11. Excellent planning and organization skills, and ability to work in a high pressure, high volume fast-paced team environment.
12. Ability to follow purchasing practices, inventory control, corporate financial, payroll and administrative policies, procedures and practices.

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.