Organization
Toronto District School Board
Website
http://www.tdsb.on.ca/
Posting Date
January 11, 2017
Closing Date
January 26, 2017

COMPETITION #:  SCH II-16-0316NE
POSTED: January 11, 2017
DEADLINE: 12:00 noon: January 26, 2017

Administrative Assistant
1 – Permanent Position
Compensation Services
Schedule II, Level 3
(Non-Union – 12 Month)
$53,490 – $64,197

The Toronto District School Board adheres to equitable hiring, employment and promotion practices.

Reporting to the Manager, Compensation, Employee Benefits and Pension Administration and the Manager, Payroll Services, the Administrative Assistant will:

  • Provide confidential administrative support to Managers;
  • Prepare reports and correspondence;
  • Respond to inquiries and liaise with staff, the public and external organizations;
  • Supervise designated staff;
  • Monitor and maintain financial records, and
  • Maintain the orderly flow of information and accurate records management and retention schedules.

Summary of Duties:

  • Provide administrative support to create and produce a wide variety of reports and correspondence such as confidential reports, letters, memos, e-mails, dealing with matters such as grievances, labour relations, negotiating strategy, pay equity, labour relations, legal, and budget matters;
  • Supervise clerical/reception staff;
  • Collect, research, record, compile, analyze and prepare information for various confidential reports, such as grievances and benefit analysis;
  • Respond to enquiries regarding related Board and departmental policies, procedures and protocols, collective agreements, employment and labour legislation, etc.;
  • Establish and maintain various databases and spreadsheets;
  • Provide support to Benefit/Pension processes (i.e. including but not limited to CUPE billing process, annual mass mailings, assistance during peak periods);
  • 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 support to Administrator, Compensation Services, as required;
  • Provide leadership in fostering equity and inclusiveness in the development and implementation of programs and services; and
  • Other duties as assigned.

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;
  • Proficient keyboarding and 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:

  1. in résumé form with a covering letter to: application.submission@tdsb.on.ca
  2. with competition # SCH II-16-0316NE in the subject line of the covering letter.
  3. no later than 12:00 p.m. on January 26, 2017.

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.