Project Administrative Secretary

JOB INFORMATION
Requisition ID: 10161
Number of Vacancies: 1
Department: Streetcar Maintenance (20000605) - Head & Staff- Stc Maintenance (30000486)
Salary Information: $65,665.60 - $82,027.40
Pay Scale Group: 6SA
Employment Type: Regular
Weekly Hours: 35 Off Days: Saturday and Sunday Shift: Day
Posted On: September 30, 2024
Last Day to Apply: October 4, 2024
Reports to: Operations Manager

The Toronto Transit Commission (TTC), North America's third largest transit system and recognized as one of the top places to work in the GTA has introduced its new 2024-2028 TTC Corporate Plan - Moving Toronto, Connecting Communities which continues the TTC's legacy of delivering service to hundreds of millions of customers a year. The TTC's new vision and mission statements also help promote the many environmental, social equity and economic benefits that the TTC provides:

Vision: Moving Toronto towards a more equitable, sustainable, and prosperous future.

Mission: To serve the needs of transit riders by providing a safe, reliable, efficient, and accessible mass public transit service through a seamless integrated network to create access to opportunity for everyone.

The full Plan can be viewed on ttc.ca.

Career Opportunity

Looking for a new and exciting job opportunity? We are looking for a Project Administrative Secretary to join our team!

What You Will Do

• You will report to the Operations Manager, and you will be responsible to prepare general and confidential correspondence such as letters, memoranda etc. for Head and Project Management staff to sign.
• You will prepare coordinate and track Board Reports, Project Status and progress reports to ensure that deadlines are met.
• You will review internal and external correspondence, highlighting and bringing forward issues of importance for review.
• You will assist in the budget process by coordinating the preparation of project summary reports, project justifications, and budget schedules.
• You will act as recording secretary for project team meetings as required.
• You will coordinate and arranging meetings with staff of the TTC and external agencies and ensuring all background information is provided to the Manager.
• You will also prepare and maintaining complete and current project files using the designated document control system(s).
• You will liaise with other departments and external suppliers to obtain and exchange information regarding purchases and resolving routine inquiries.
• You will monitor, track, update non-budgeted expenditures and producing reports from information gathered.
• You will prepare proper documentation and arrangements with brokerage companies in the shipment and retrieval of parts.
• You will also prepare Monthly Mileage Allowance Forms.
• You will maintain attendance and vacation entitlement records and inputting weekly payroll and expense records.

What Skills Do You Bring

• Communicate in a variety of mediums
• Maintain documentation and historical records
• Plan and organize activities / projects to meet section and organizational goals
• Use office technology, software and applications
• Understand and apply administrative policies, processes, and procedures

What Qualifications Do You Bring

• Your education will consist of a completed post-secondary education in Office Administration, or the equivalent, combined with several years of experience in office administration.
• Your application will reveal sound knowledge of administrative concepts and practices.
• Your application will also reveal proficiency in the use of current computer software packages applicable to work performed (word processing, spreadsheets, graphic presentations, databases etc).
• You must have effective oral and written communications skills to exchange and verify information.
• You must be able to work in a team environment, and to oversee and co-ordinate work of others when assigned.
• Your application will reveal capabilities of producing high volume, quality work, meet required deadlines and have the ability to handle several responsibilities, under minimal supervision, in a dynamic demanding environment.

What We Offer

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• One of the great benefits of being a full-time TTC employee is becoming a member of the TTC defined pension plan.
• A comprehensive package that covers health, dental, vision and more.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues' well-being.

Commitment to EDI

The TTC is committed to upholding the values of equity, diversity, anti-racism and inclusion in the delivery of its services and in its workplaces. The TTC is committed to fostering a diverse workforce that is representative of the communities it serves at all levels of the organization, and supports an inclusive environment where diverse employee and community perspectives and experiences bring value to the organization. The TTC encourages applications from all applicants, including members of groups with historical and/or current barriers to equity, including but not limited to, Indigenous, Black and racialized groups, people with disabilities, women and people from the LGBTQIA+ community. The TTC values and supports an inclusive and barrier-free recruitment and selection process. Accommodations for applicants are available upon request throughout the recruitment and selection process, including for those who identify as having a disability. Please contact Talent Management at (416) 393-4570. Any information received related to an accommodation will be addressed confidentially.

The TTC's policy prohibits relatives of current TTC employees from being hired, assigned, transferred or promoted into positions, where there is a conflict of interest due to a relationship. Should you be selected for an interview, you will be required to disclose the name, relationship and position of any relative who is a current TTC employee.

We thank all applicants for their interest but advise only those selected for an interview will be contacted.