Job Description:

Reporting to the Deputy Fire Chief Director, Operations Command, the Administrative Assistant 2 provides a variety of administrative, secretarial and program related functions of the unit, including but not limited to tracking systems for complaints, ATM, transfers and other key requirements.

Major Responsibilities:

Provides executive level administrative support to the Deputy Fire Chief Director in the day-to-day operations.

Prepares and processes documents of a confidential nature related to human resources, investments, negotiations, fraud and waste hotline, bargaining, contingency planning, pension and payroll, corporate initiatives, etc.

Initiates responses on matters not requiring the personal attention of the Deputy Chief/Director. Handles scheduling of appointments and ensures that the appropriate information is provided to the Deputy Fire Chief well in advance.

Prepares and processes various documents/statistical summaries/reports requiring the assessment and analysis of data.

Attends meetings and takes/transcribes minutes as required. Drafts correspondence, composes and types letters and memoranda and routes or answers correspondence.

Screens, checks work and financial signing documents for accuracy and conformity with regulations, Corporate/Cluster policies and procedures and corrects/resolves outstanding/incorrect items prior to Deputy Fire Chief's signature.

Operates various office equipment and computers utilizing a variety of desktop applications and corporate systems. Prepares presentation material utilizing detailed layout and formatting.

Liaises with and exchanges information with other City Divisions including Municipal Licensing & Standards, Legal Services, Toronto Building; and external agencies such as Office of the Fire Marshal.

Effectively handles general inquiries, complaints and requests from all levels of staff, other government agencies, media, elected officials or members of the public and resolves customer service issues

Maintains awareness of municipal and Fire Service matters. Conducts background research, investigation, retrieves and consolidates information from various sources including internet, Clerks' Meeting Monitor, extracts and consolidates information

Reviews Council and Standing Committee agendas, flagging all reports submitted by, or affecting, the Deputy Fire Chief. Prepares and organizes agenda materials, background and briefing notes in binders. Retrieves, formats, assigns tracking numbers and prints Council / Committee reports for the Deputy Fire Chief's signature

Assists with the monitoring and maintaining of the Committee/Council directives. Maintains and updates Agenda Forecasting System for the Fire Services Division. Tracks and follow-up to ensure deadlines are met

Coordinates and maintains an efficient and effective record/retrieval system for the office in accordance with the Corporate Record Management guidelines

Orders and maintains an inventory of office supplies and equipment

Performs special projects and other related work as required

Provides coverage for other AA's duties, including the Fire Chief's from time to time.

Key Qualifications:

Considerable experience in the performance of secretarial and administrative support duties to senior management at Director or Division Chief and above level, handling a broad range of administrative matters, standard office practices and procedures, some of which must relate specifically to the actual duties of the position.

Experience in the preparation and drafting of standard correspondence and reports, editing the layout and formatting complex reports, correspondence, charts, tables and statements.

Experience in taking minutes at meetings, required follow up activities and handling of confidential and complex documents and reports.

Experience in planning and organizing appointments, meetings, conferences, and special events.

Experience preparing Council and Committee reports is considered an asset.

Highly developed customer service and interpersonal skills with the ability to communicate effectively, both orally and in writing, at all organizational levels, including the political level and with members of the public and external contacts.

Ability to maintain positive relations with internal and external stakeholders.

Ability to exercise independent judgement and discretion in dealing with highly confidential operational matters and with management staff.

Ability to work independently and effectively with minimal supervision, prioritize work schedule, complete assigned duties within timelines.

Excellent organizational and time management skills, including attention to detail, and ability to set priorities, meet deadlines and deal with conflicting priorities and work demands.

Knowledge and ability to handle municipal operations, Council proceedings, and current political issues.

Must be resourceful, adaptable and possess a high degree of common sense and initiative.

Must be flexible to work long hours in peak periods and be able to work flexible hours, including weekends and evenings as required.

Familiarity with relevant government legislation including the Municipal Freedom of Information Act and Fire Protection and Prevention Act is considered an asset.

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City's Mandatory Vaccination Policy. Candidates will be required to show proof of vaccination during the recruitment process.

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