Job Details
| Job Identification Number | 37858 |
|---|---|
| Occupation Category | Administrative |
| Hourly Wage | Between $32.77 and $35.92 |
| Place of Employment | East York Civic Centre, 850 Coxwell Avenue, Toronto |
| Department & Unit | Municipal Licensing & Standards, MLS Licensing Services |
| Position Type & Tenure | Full-time, with a permanent role |
| Work Schedule | Monday to Friday, totaling 35 hours per week |
| Union Membership | L79 Full-time |
| Number of Available Positions | 6 |
| Application Period | From November 1, 2023, to November 15, 2023 |
Key Responsibilities
- Conducts a variety of administrative tasks, including data preparation, research, summarization, and reconciliation, and manages the handling of documents, data, revenues, and cash.
- Prepares and processes various documents, statistical summaries, and reports, assesses and analyzes data, and drafts and signs correspondence.
- Ensures the accuracy and compliance of work with regulations, policies, and procedures, and rectifies any outstanding or incorrect items. Identifies issues and offers solutions while performing complex calculations.
- Supervises, coordinates, schedules, and provides training for assigned staff and verifies their work.
- Operates office equipment and computer software efficiently, including the preparation of presentation materials with attention to detailed layout and formatting.
- Manages a complex record retrieval system and maintains inventory of supplies.
- Responds to inquiries via email, telephone, and in-person interactions from senior staff, the public, agencies, and other government levels, utilizing comprehensive knowledge of procedures, regulations, and criteria.
- Reviews, evaluates, and accepts or rejects materials and applications from the public, ensuring all criteria are met.
- Handles cash, cheques, and petty cash, and is responsible for monitoring, balancing, preparing bank deposits, withdrawals, reconciliations, and processing/checking financial payments. Additionally, assists with budget administration for the unit.
- Coordinates meetings, events, and schedules, and takes/transcribes meeting minutes.
Essential Qualifications
- Extensive experience working in a demanding front-line customer service environment, where you performed a range of clerical and administrative tasks.
- Significant experience in using case management systems like Licensing System, ICON, and various office equipment, including scanners, Point of Sales (POS) systems, and other relevant tools to support the core functions of the division, such as Captiva, T-Recs, and Front Desk systems.
- Substantial experience in utilizing various software packages like Microsoft Office Suite (e.g., Word, PowerPoint, Excel, and Outlook) to create and format documents, reports, charts, spreadsheets, and POS/bank reconciliations.
- Considerable experience in reviewing sensitive personal and corporate documents for applications and data entry purposes, both in physical and digital formats, whether in-person or online.
Additional Qualifications
- Strong interpersonal skills, demonstrating the ability to deliver a high standard of customer service and handle inquiries via email, telephone, and in-person interactions with efficiency, discretion, and diplomacy.
- Exceptional organizational, analytical, and multitasking abilities, capable of prioritizing tasks, managing a diverse workload, meeting tight deadlines, and evaluating priorities while requiring minimal supervision.
- Proficient problem-solving and decision-making skills, adept at addressing and resolving challenging situations in a professional manner.
- Proficient in keyboarding, proofreading, and data entry, emphasizing both speed and accuracy.
- Able to thrive in a high-pressure, high-volume team environment and follow instructions with minimal oversight.
- Skilled in working in a customer service-oriented environment, directly interacting with the public, and handling inquiries in person, over the phone, and in written correspondence.
- Proficient in clear, concise, and legible written communication.
- Capable of exercising independent judgment and discretion when dealing with confidential operational matters.
- Competent in compiling financial data and creating statistical summaries, as well as balancing documents.
- Demonstrates a commitment to uphold the values of the Toronto Public Service, promoting a culture that values equity, diversity, and respectful workplaces.
- Possesses a general understanding of court proceedings, tribunal processes, and related procedures.
- Knowledge and comprehension of relevant bylaws (e.g., Toronto Municipal Code Chapter 545 and 546) and other government legislations, regulations, policies, practices, and procedures.
