Job ID: 58750

Job Category: Administrative

Division & Section: Toronto Building, Various - see below

Work Location: Various, see below

Job Type & Duration: Full-time, Temporary Vacancy, 6 months

Hourly Rate: $31.60 - $34.48, wage grade 6

Shift Information: Monday to Friday, 35 hours per week

Affiliation: L79 Full-time

Number of Positions Open: 3+

Posting Period: 31-Jul-2025 to 07-Aug-2025

Location and Shift Information: Monday to Friday, 35 hours per week

Vacancies are anticipated at various locations across the City of Toronto including:

• Etobicoke Civic Centre, 399 The West Mall
• City Hall, 100 Queen Street West
• North York Civic Centre, 5100 Yonge Street
• Scarborough Civic Centre, 150 Borough Drive

Toronto Building is seeking experienced administrative professionals who are passionate about working in a front-line service environment to support our Data Entry & Reconciliation project and General Inquiries team.

Major Responsibilities:

• Responds to records related inquiries from the public, staff, councillors and lawyers in person or by telephone, requiring broad knowledge of the operational area/function, and directs specific matters to appropriate personnel.

• Inputs, updates and maintains data (such as; application information, permit information, etc.)

• Responds to requests made by phone, e-mail or in person.

• Prepares, researches, maintains and processes documents. Selects and presents data. Determines and corrects errors.

• Receives documents/applications from the public or other levels of government and ensures accuracy and completeness. Issues/completes receipts/documentation. Receives, balances and records payments and completes receipts.

• Drafts correspondence and perform general clerical/word processing functions.

• Operates office equipment and computers utilizing a variety of software packages, applying speed and skill.

• Prepares presentation materials, forms etc. Utilizes layout, formatting and keyboarding skills using computer.

• Prepares daily attendance reports.

• Maintains filing and retrieval systems for Divisional records/documents using appropriate filing methodology and prepares files for archiving. Retrieves archived records/documents and prepare for conversions to electronic format.

• Receives active documents/applications and converts to electronic format

• Co-ordinates meeting rooms, bookings and special requirements for meetings. Attends meeting, takes and transcribes minutes.

• Monitors, orders and maintains supplies/resource materials for unit or other locations.

• Prepares, sorts, processes, collects, opens, distributes and delivers mail, cash, bank deposits. Receives mail and deliveries.

Key Qualifications:

Your application must describe your qualifications as they relate to:

• Experience working in a high-volume front-line customer service environment responding to customer inquiries via telephone calls and e-mails in a professional, friendly and timely manner.

• Data entry experience with large data documents and spreadsheets.

• Experience performing various clerical and administrative support duties, including working with large volumes of information.

• Experience with MS Office (i.e. Word, Excel, Access, Outlook and PowerPoint) to create and format documents, spreadsheets and presentations.

You must also have:

• Strong interpersonal, verbal and written communication skills and the ability to deal with members of Council, officials, staff and the public and handle customer inquiries in person, by telephone and in writing.

• Excellent data entry, analytical and organizational skills to support data entry functions with speed and accuracy.

• Ability to work with automated and manual information control and retrieval systems in an integrated records management and archives environment.

• Ability to utilize other software packages relevant to supporting the division's core requirements.

• Ability to deal professionally and tactfully with sensitive and confidential issues.

• Ability to prioritize and meet deadlines in a high-volume work environment.

• Ability to work as a part of a team.

• Knowledge of the Municipal Freedom of Information and Protection of Privacy Act and records management system.

• Excellent problem solving, multi-tasking and time management skills with the ability to work with minimal supervision.

• Ability to support the Toronto Public Service values to ensure a culture that champions equity, diversity and respectful workplaces.

NOTE TO INTERNAL FULL-TIME AND PART-TIME CITY OF TORONTO EMPLOYEES:

City of Toronto employees must apply to full-time or part-time employment opportunities posted on the City's Internal Job Posting Portal.

Equity, Diversity and Inclusion

The City is an equal opportunity employer, dedicated to creating a workplace culture of inclusiveness that reflects the diverse residents that we serve. Learn more about the City’s commitment to employment equity.

Accommodation

The City of Toronto is committed to creating an accessible and inclusive organization. We are committed to providing barrier-free and accessible employment practices in compliance with the Accessibility for Ontarians with Disabilities Act (AODA). Should you require Code-protected accommodation through any stage of the recruitment process, please make them known when contacted and we will work with you to meet your needs. Disability-related accommodation during the application process is available upon request. Learn more about the City’s Hiring Policies and Accommodation Process.