Administrative Assistant (Perm)

Toronto District School Board - Toronto, ON (27 days ago)

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Summary of Duties:
Provide administrative support to create and produce a wide variety of confidential reports and correspondence dealing

with matters such as grievances, labour relations, pay equity, legal and budget;

Supervise clerical/reception staff and archive/records management staff;
Collect, research, record, compile, analyze and prepare information for various confidential reports, such as grievances

and benefit analysis;

Coordinate and supervise the storage and retrieval of TDSB archived employee/payroll records;
Provide solutions for the effective and efficient management of electronic applications relating to records management;
Respond to enquiries regarding related Board and departmental policies, procedures and protocols, collective

agreements, payroll and benefits , etc.;

Establish and maintain various databases and spreadsheets;
Provide support to Compensation Services projects and/or annual processes (i.e. annual mass mailings, assistance

during peak periods);

Update and maintain information for Compensation Services on TDSB intranet site;
Schedule meetings, prepare agendas, take and distribute minutes/notes of meetings (e.g., departmental, pay equity),

including any follow-up action required;

Liaise with Board staff, including senior managers, school/central administration staff and internal/external
organizations regarding related matters;

Create and track attendance records where appropriate;
Monitor and maintain budgets for the respective divisions within the departments;
Create and track all purchase orders and supplies utilizing TDSB’s financial management system;
Respond and follow-up on telephone and e-mail inquiries, and redirect calls and messages as appropriate;
Receive, track, forward and/or follow-up on all incoming information/mail;
Develop and maintain distribution lists;
Produce and issue statements of conditions of employment (T2200s) annually, and act as point of contact for requests

and additional information;

Maintain accurate records for T2200s;
Provide leadership in fostering equity and inclusiveness in the development and implementation of programs and

services; and

Other duties as assigned.

20-0003NE - Administrative Assistant, Compensation Services(Perm)

Qualifications:
Secondary school diploma plus one year additional course in Business Administration (including courses in computers,
business writing and communications), with three (3) years of progressively responsible related administrative
experience handling a broad range of administrative matters (including composing and editing correspondence,
tracking and monitoring departmental budget, taking and transcribing minutes and preparing agendas, etc.) in a
Human Resources environment, or an equivalent combination of education and experience;

CPA (Canadian Payroll Association) designation, or working towards certification;
Proficient computer skills that include spreadsheet and database applications;
HR/Payroll and Financial information systems, email, word processing, presentation packages and internet;
Supervisory experience with strong team building skills;
Strong interpersonal skills with proven ability to work as a team player;
Proven ability to communicate effectively (both orally and in writing);
Proven ability to organize and coordinate a diverse number of projects;
Proven ability to prepare accurate reports and summaries;
Ability to take initiative, work independently and maintain confidential information in a circumspect manner;
Understanding and working knowledge of related Board and departmental policies and procedures, including records

management procedures, collective agreements, employment/labour and Ministry Directives, and benefit plans;

Understanding and working knowledge of privacy legislation, including Personal Information Protection and Electronic
Documents Act (PIPEDA), Privacy Act and Freedom of Information;

Proficiency in note-taking and minute-taking;
Ability to work under pressure in order to meet frequent deadlines;
Proven ability in promoting equitable practices which value inclusiveness and diversity; and
Flexibility to adapt to a changing work environment.

Special Requirements:
Must be available to work evenings sometimes with minimal or no notice.
Occasional travel across TDSB.

Location: This position is currently located at 5050 Yonge Street (wheelchair accessible).

Work Year: 12 month

Please note:
Applications must be submitted using the link below and clicking on Apply Now:

1. Ensure to quote the competition number SCH II-20-0003NE when filling in Competition #
2. Ensure to attach résumé and covering letter as one file
3. Apply no later than noon on January 30, 2020

Please visit our site to apply for this competition at:
http://www.tdsb.on.ca/AboutUs/Employment/SupportStaff/PermanentandLongTermOpportunities/AdministrativeandTechnical.aspx

Only applicants selected for an interview will be contacted. Applications will not be acknowledged in writing.

We strive to meet the accommodation needs of persons with disabilities. Applicants are encouraged to make
their needs for accommodation known in advance, during the application process.

20-0003NE - Administrative Assistant, Compensation Services(Perm)