Administrative Assistant (SOL000W)

Employee Status: Regular

Bargaining Unit: Non-Union

Pay Range: 58,855.00 - 80,717.00

Location: 20 Bay Street

Closing Date: 25-Feb-2022

Metrolinx is connecting communities across the Greater Golden Horseshoe. Metrolinx operates GO Transit and UP Express, as well as the PRESTO fare payment system. We are also building new and improved rapid transit, including GO Expansion, Light Rail Transit routes, and major expansions to Toronto’s subway system, to get people where they need to go, better, faster and easier. Metrolinx is an agency of the Government of Ontario.

We embody our values in everything that we do. We Serve with Passion, Think Forward, and Play as a Team. If you can relate, we want to hear from you!

Our PRESTO’s Solutions and Technology Office is seeking an Administrative Assistant to perform a wide range of administrative duties for the effective and efficient day-to-day operation of assigned team, including providing administrative support to management level staff, and coordinating various day-to-day functions and related projects.

What will I be doing?

Provide administrative support services to a team, some of which may be specialized and unique

Produce documents for various audiences, including bulletins, meeting minutes, letters, policy and technical reports, charts, and presentations using software applications;

Assist Executive Assistants in the coordination and compilation of packages for board meetings and monitor the content of materials for accuracy

Arrange in-person meetings, conferences, and teleconferences involving multiple internal/external participants, and make all logistical meeting arrangements (e.g. coordinating boardroom bookings, luncheons, and arranging travel and accommodations); prepare meeting agendas and distribute related materials in a timely fashion

Research data sources (e.g. legislation, briefing/program materials, internet searches) and prepare summary documentation to support departmental projects and initiatives; access and review corporate systems information to analyze data and compile and produce a variety of statistical and / or qualitative reports

Act as the point person for questions raised by team members and solicits the required information

Scan or photocopies incoming correspondence; review and prioritize correspondence based on content and urgency for redirection to appropriate staff (attaching pertinent background materials) for response and follow-up

Act as back-up support to Executive Assistants in their absence

Prioritize and redirect correspondence to appropriate staff for response, using a “bring-forward” system to follow-up with corporate peers

Identify and recommend methods to improve administrative systems and business functions to maximize office efficiency and effectiveness

Monitor and reconcile budgets for assigned offices, prepare and submit expenses

Conduct procurement activities for the office (e.g. purchasing office supplies, and other goods and services, verifying invoices and bring discrepancies to the managers’ attention with recommendations for resolution), in compliance with corporate procedures

Manage suppliers for the team; responsible for monitoring and reconciling third party contracts and invoices, reconciles p-card purchases

Accountable for personal work load, without formal responsibility for others

What skills and qualifications do I need?

Completion of a high school diploma – or a combination of education, training and experience deemed equivalent

Minimum two (2) years’ experience providing administrative services

Knowledge of the principles and practices of standard administrative office procedures (e.g. developing correspondence, meetings agendas and related materials; minute taking; developing presentations; organizing and coordinating meetings, conferences and videoconferences; making travel and meal arrangements; reviewing, prioritizing, and distributing correspondence for response with follow-up, etc.)

Organizational skills to organize the assigned office in compliance with corporate administrative policies and processes

Experience operating and maintaining supplies for office machines (e.g. printers, copiers, faxes, etc.)

Experience with procurement processes to maintain office supplies inventories and keep office machines in good working order

Knowledge of budget processes to maintain and reconcile office budgets, track expenses, and create financial reports

Interpersonal, public relations, and oral/written/presentation communication skills to develop and distribute correspondence and other meeting materials, take minutes, develop presentations, and provide administrative support

Accommodation:

Accommodation will be provided throughout the hiring process, as required. Applicants must make their needs known in advance.

Application Process:

All applicants must be legally entitled to work in Canada. Metrolinx will be using email to communicate with you for all job competitions. It is your responsibility to include an updated email address that is checked daily and accepts emails from unknown users. As we send time sensitive correspondence, we recommend that you check your email regularly. If no response is received, we will assume you are no longer interested in pursuing the opportunity. Please be advised that a Criminal Record Check may be required of the successful candidate. Should it be determined that any background information provided be misleading, inaccurate or incorrect, Metrolinx reserves the right to discontinue with the consideration of your application.

Metrolinx employees are required to be fully vaccinated against COVID-19 in accordance with Metrolinx’s Mandatory COVID-19 Vaccination Policy as a condition of being eligible for the recruitment process. Proof of COVID-19 vaccination will be required. If you are not able to obtain COVID-19 vaccination for a reason related to a protected ground of discrimination under applicable human rights legislation, you can request accommodation from Metrolinx.

We thank all applicants for their interest, however, only those selected for further consideration will be contacted.

AN EQUAL OPPORTUNITY EMPLOYER