Job Specifications
Job ID: 59239
Job Category: Administrative
Division & Section: Transportation Services, Program Office
Work Location: City Hall, 100 Queen St. W
Job Type & Duration: Full-time, Permanent Vacancy
Salary: $73,495.00 - $96,567.00
Shift Information: Monday to Friday, 35 hours per week.
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 11-SEP-2025 to 19-SEP-2025
Recognized as one of Canada's Top 100 Employers, the City of Toronto is committed to fostering professional development and creating opportunities to lead, learn, and grow. We value integrity, reliability, and fairness, and proudly embrace the diversity of our workforce and the communities we serve.
We are currently seeking a highly organized and detail-oriented Administrative Assistant 1 to support the General Manager of Transportation Services. Reporting to the Program Manager, this role operates in a senior management environment where executive-level administrative skills are essential. You will provide high-quality support in a fast-paced and complex municipal setting, contributing to the success of the division through effective communication, discretion, and a strong customer service focus.
In this role, you will assist senior leadership with calendar management, correspondence, meeting coordination, and other administrative functions. You will also support key corporate initiatives, governance processes, and Council/Committee agenda management, while interpreting and applying corporate and divisional policies and procedures. Additionally, you will help coordinate complex projects and programs, ensuring smooth day-to-day operations across Transportation Services.
Major Responsibilities
The primary functions associated with this position includes a variety of coordination and support functions, but are not limited to the following:
Office Administration
Provides senior level administrative support, advice and guidance on key initiatives and policies.
Reviews and directs incoming correspondence, telephone calls and initiates responses.
Manages and schedules daily appointments and activities; arranges meetings and business travel. Recognizes priorities and organizes the daily schedule accordingly.
Coordinates daily administrative operation by organizing workload priorities. Provides effective work direction, training and guidance and acts as a resource to support staff as required.
Handles, prioritizes and/or redirects inquires 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, and protocols.
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. Proofreads own and others material.
Performs highly independent, specialized administrative tasks, including preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
Maintains strict confidentiality at all times. Coordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, and staff attendance at conferences.
Prepares agendas, takes/transcribes minutes and follows-up on action required.
Operates computers utilizing and manipulating a variety of desktop applications and corporate systems. Prepares presentation material on various software, including PowerPoint.
Organizes and maintains up to date manuals such as Council and corporate administrative policies and guidelines.
Maintains continuous awareness of the City operations, administrative policies and procedures. Monitors administrative processes of the office to ensure adherence to relevant City policies and efficient operations.
Coordinates the development and implementation of secretarial and administrative standards and procedures.
Attends various meetings, events, and acts as the unit representative when required.
Works closely and provides back-up support to the administrative team in the Office of the Deputy City Manager, Development and Growth Services.
Human Resources and Financial Management
Checks and ensures the preparation of the recruitment and organizational change documents are in accordance with Corporate and service area policies.
Maintains staffing and recruitment information and documentation.
Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitration, letters of discipline, contingency planning, position termination, restructuring and downsizing initiatives. Assists in the co-ordination of service area labour disruption plans, as required.
Managers