administrative assistant 1

City of Toronto

Toronto, Ontario, Canada

Toronto, Ontario, Canada

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About

Job ID: 59926
Job Category: Administrative
Division & Section: City Clerk's, City Clerk's Corporate Info Mgmt Svcs
Work Location: 100 Queen St W, Toronto, ON M5H 2N2, 89 Northline Rd, East York, ON M4B 3G1, Hybrid
Job Type & Duration: 3 Permanent Full-Time, 1 Temporary Full-Time (12 month) Vacancies
Salary Range: $73, $96,567.00
Ideal Hiring Zone: $80, $
Shift Information: Monday to Friday, 35 Hours per week
Affiliation: Non-Union
Number of Positions Open: 4
Posting Period: 11-Feb-2026 to 25-Feb-2026

Job Description

Do you thrive in a challenging role in a dynamic environment? If so, consider these exceptional permanent (3) and temporary (1), full-time opportunities with the City Clerk's Office.

The Administrative Assistant 1 permanent positions report to the Deputy City Clerk Secretariat; the Deputy City Clerk, Corporate Information Manager Services; and the Deputy City Clerk, Toronto Elections. The temporary position reports to the Chief of Protocol and External Relations. These roles provide a full range of administrative services at the executive level. Your judgement, administrative skills and sound judgment will be relied upon daily to deliver top quality support in a multi-faceted, service focused and complex municipal government setting. Your excellent communication, organization, time management and critical thinking skills, combined with your customer service focus, diplomacy and tact, will ensure you are a valued member of the City Clerk's Office. Qualified candidates on the list may be considered when filling future temporary and/or permanent vacancies for these positions.

Major Responsibilities:

Your primary responsibilities as an Administrative Assistant 1 will focus on performing a variety of specialized administrative support to assist with the day-to-day management control, operations and coordination of complex projects and/or program related functions, specifically:

Provides senior level administrative support, advice and guidance on key initiatives and policies. Reviews and directs incoming correspondence, phone calls, and initiates responses.

Manages and schedules daily appointments and activities; arranges meetings and business travel. Organizes the daily schedule around urgent requests from the Mayor's office, city councillors, and the City Manager and divisional staff.

Co-ordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff. Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division/s. May direct and train, on a daily basis, clerical support services on divisional processes and procedures.

Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.

Responds and helps resolve issues of concerned clients seeking solutions.

Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.

Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof-reads own and other's material.

Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.

Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.

Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.

Co-ordinates labour disruption plans.

Co-ordinates and maintains the records management system.

Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.

Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.

Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.

Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation materials.

Attends various meetings, events, hearings, and acts as the unit representative.

May review applications from the public and handle special projects.

Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.

Maintains petty cash.

Monitors tracks and reports attendance management.

Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.

Key Qualifications:

Your application must describe your qualifications as they relate to:

Experience in municipal operations or large public sector organizations that may also include but not limited to knowledge of legislation, bylaws and policies related to municipal operations.
Considerable experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
Considerable experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting of complex reports, presentations, correspondence, charts and tables, and statements to Members of Council, Council or Committees.
Considerable experience preparing agendas, taking minutes at meetings and identifying items for follow up.
Extensive experience utilizing a variety of software packages (i.e. Microsoft Word, Excel, PowerPoint, Outlook, etc.).
Experience annotating and/or summarizing complex data, reports, briefing notes and/or committee/council reports.
Strong analytical and problem solving skills in combination with the ability to perform duties with minimal supervision in a politically sensitive environment, using sound judgement and discretion including handling of confidential materials and information.
Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
Excellent organizational and time management skills, including attention to detail, ability to set priorities, meet deadlines and work effectively with minimal supervision, assess situations to determine importance, urgency and risks, and make clear decisions or deal with conflicting priorities and work demands.
Highly developed customer service and interpersonal skills. Ability to deliver excellent customer service at all levels and with external partners and stakeholders.
Excellent communication skills, both orally and in writing.
Must be resourceful, adaptable and possess a high degree of initiative.
Ability to provide work direction to other support staff.
Ability to research and prepare information in a timely manner.
Ability to work beyond normal business hours and flexible hours including weekends and evenings when necessary.
Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

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.

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 the application process is available upon request. Learn more about the City's Hiring Policies and Accommodation Process.

Toronto, Ontario, Canada

Languages

English

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