Coordinator, Administrative Support

Job title: Coordinator, Administrative Support

Job description: JOB INFORMATION

Requisition ID: 8452

Number of Vacancies: 1

Department: Bus Maintenance & Shops (20000505) – Garage Administration & Staff (30000507)

Salary Information: $70,725.20 – $88,415.60

Pay Scale Group: Level 7

Employment Type: Regular

Weekly Hours: 35, Off Days: Sunday / Saturday Shift: Day

Posted On: October 12, 2023

Last Day to Apply: October 18, 2023

Reports to: Senior Manager – Transportation & Vehicles Group

The Toronto Transit Commission (TTC) is North America’s third largest transit system and has been recognized as one of the top places to work in the GTA. Guided by a forward-thinking strategic plan, the TTC’s vision is to be a transit system that makes Toronto proud. The TTC’s recruitment efforts are directly aligned to its mission of providing “a reliable, efficient, and integrated bus, streetcar and subway system that draws its high standards of customer care from our rich traditions of safety, service and courtesy.”

General Accountability

Responsible for coordinating and ensuring effective administrative, departmental support, payroll processing, coordination of services for assigned projects and regulatory compliance analysis regarding City programs for various Sections (i.e., Vehicle Reliability & Quality Assurance, Technical Support Services and Fleet Management) and the Department as required.

Key Job Functions

• Performs a variety of coordination and administrative duties, payroll processing, project coordination, and regulatory compliance program
• Coordinates, oversees and monitors administrative activities, ensuring departmental standards and procedures, as well as administrative best practices, are consistently applied and strictly adhered to in the production of reports and preparation of correspondence, documents, files, etc. including confidential correspondence
• Prepares and distributes memos, meeting minutes, reports and data to support the needs of the assigned Sections and Department as required
• Serves as the departmental liaison regarding office space and office moves including the coordinating of building maintenance, communications with property Project Manager and issuing access cards
• Acts as back-up departmental telephone representative, which involves co-ordinating all departmental telecommunications activities, including installations
• Liaises with outside agencies, associations and vendors as required
• Reconciles PAs, POAAs, receipt of goods, packing slips, invoices, credit card expenditures, and tracks same for confirmation of payment, logging for budget tracking, etc.
• Acts as the departmental back-up IT representative for arranging access, changing passwords, adding software/hardware, ensuring the network is maintained properly and security procedures are in place and maintained
• Develops and prepares section/departmental standard operating procedures relative to the administration of office standards, practices and departmental records
• Tracks budgets for overtime, lieu, office supplies, furniture, training and discretionary fund
• Liaise with the MTO to ensure Bus and non-revenue fleet have proper licensing
• Work with the MTO for the licensing of Bus garages, and shops as approved inspection and repair facilities
• JHSC Facility Representative and liaison for outstanding departmental open items
• Provides coordination of section projects and programs, ensuring seamless transfer of information within sections for proper tracking and compliance
• Processes incoming correspondence/confidential correspondence and receiving, sorting, and initiating action by drafting appropriate responses or by assigning to the appropriate staff member for reply or follow-up
• Promotes a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Provides leadership in the development and implementation of inclusive and accessible policies, programs and/or services for employees and customers 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.
• Candidate will be required to participate in the TTC’s Customer Service Ambassador Program.

Skills

• Plan and organize activities / projects to meet section and organizational goals
• Communicate in a variety of mediums
• Understand and apply relevant laws and regulations
• Maintain documentation and historical records
• Apply analytical skills
• Use office technology, software and applications
• Manage human resources
• Understand and apply administrative policies, processes, and procedures

Education and Experience

• Completion of a post-secondary college diploma or university degree in a related discipline (Business Administration) or a combination of education, training and experience deemed to be equivalent.

Additional Requirements

• Sound knowledge of business administration principles and practices
• Thorough knowledge of modern office methods, procedures and equipment
• Must be proficient in the use of PCs and computer software applications relating to the work including Microsoft Word, Excel, and PPIN etc.
• Must be highly detail-oriented; possess sound judgement, well-developed administrative, organizational and time management skills
• Strong analytical, verbal and written communication skills
• Strong interpersonal skills are essential including a high degree of sensitivity for confidentiality
• Must have demonstrated ability to work independently as well as to coordinate the activities of others to accomplish objectives and meet deadlines
• 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.

This position is designated Safety Sensitive under the TTC’s Fitness for Duty Policy. If you do not hold a designated position, you will be required to pass a drug test as part of the certification process.

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 LGBTQ(IA+) 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.

Click Here to Apply

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