Administrative Assistant

General Accountability

Key Job Functions

• Planning and coordinating the daily activities of the assigned department.
• Processing all incoming correspondence addressed to the assigned department and initiating action to be taken.
• Preparing replies to all routine, confidential and sensitive correspondence and investigating/composing replies to correspondence pertaining to various aspects of departmental activities.
• Preparing general and confidential correspondence for signature/approval.
• Maintaining follow-up and action systems on all issues requiring response to ensure timely completion of responses.
• Investigating and expediting various matters including queries from Senior Management.
• Answering and/or screening telephone inquiries and/or concerns/issues received from various internal/external sources.
• Preparing, reviewing and/or processing various reports, analyses and recommendations as well as staff summary sheets, workforce change requests, recruitment requisitions, purchase authorizations, etc.; as pertaining to areas of responsibility.
• Participating in various meetings/committees, taking notes on action-items, and following up to ensure appropriate action is taken.
• Compiling and researching pertinent background information on requested matters and other personnel in the preparation of reports and letters.
• Handling requests for information where appropriate or directing to appropriate areas within the Department/TTC.
• Coordinating and arranging meetings with senior staff of the TTC and external agencies and ensuring all background information is provided.
• Forwarding emails to appropriate staff for action/information.
• Editing/proof-reading all completed correspondence prepared for attention and/or signature, and other senior officials of the TTC, to ensure correct formatting, grammar, spelling and continuity of content.
• Assisting in the preparation of departmental budget, which involves compiling budget data for reports and presentation.
• Researching, investigating and compiling information in response to various inter-departmental requests.
• Providing assistance/direction to staff within the department on matters related to Board reports, policies, protocol and departmental practices and procedures.
• Setting up, maintaining, and determining retention periods of all file systems including confidential files within the assigned department.
• Carrying out and/or coordinating special projects and assignments as directed.
• Demonstrates behaviours that support diversity, inclusion, and a respectful work and service environment that is free from discrimination and harassment. Helps to remove barriers and accommodate employees and customers (within their area of responsibility) in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies.

Skills

Education and Experience

• Completion of a post-secondary program in office administration, or the equivalent, combined with several years of progressively senior experience in an office administrative capacity; or a combination of education, training and experience deemed to be equivalent.

Additional Requirements

• Sound knowledge of business administration concepts and practices.
• Good knowledge of research methodology and techniques.
• Proficiency in the use of a personal computer and software applications relevant to the work (i.e. SharePoint, Word, Excel, PowerPoint), and excellent keyboarding skills.
• Sound judgement; excellent interpersonal, oral and written communication skills that include an excellent knowledge of grammar, punctuation and spelling.
• Strong organizational skills, and the ability to handle several responsibilities at once under minimal supervision, meet deadlines, and produce high volume, quality work.
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.