Project Secretary

Website Toronto Transit Commission

Job Description:

Provides effective and efficient administrative, secretarial and clerical support to the Head, Vehicle Maintenance. The role may also provide back up support to other departmental administrative staff when needed (e.g., during periods of absence).

Job Responsibilities:

  • Monitor and track information/data/records, following up, and updating as required.
  • Assist with and maintain various inventory systems for the department.
  • Prepare payroll for section; maintain payroll records.
  • Participate and assist with special projects and activities as directed.
  • Prepare and/or assist with the preparation of correspondence and communication materials on behalf of the department/section, review and edit for accuracy, grammar, format, etc., and distribute as required.
  • Assist in collecting and tracking data and metrics to measure program success and identify deficiencies.
  • Compile and process data, verifying correctness, accuracy and consistency of information following established procedures and within timelines.
  • Provide instruction and guidance as required, coordinate training for department/section staff and assist as required.
  • Prepare and/or assist in the preparation of documents, presentations, and reports for use by the department/section, and distribute to the appropriate parties in accordance with established standards.
  • Plan and coordinate the day-to-day activities of the section.
  • Order supplies through TTC Contracts and verification of orders; check and reconcile invoices.
  • Liaise with other colleagues/support staff concerning routine administrative matters as well as other departments, and external parties under the direction of department staff.
  • Provide back up support and/or other support functions to the department/section.
  • Participation in the TTC’s Customer Service Ambassador Program.
  • Maintain calendar for the Head, Vehicle Maintenance.
  • Maintain filing system.

Job Requirements:

  • Must develop knowledge of TTC Mainframe applications: PPIN, FOCUS and IFS.
  • Thorough knowledge of modern office methods, procedures, practices and equipment.
  • Proficiency in the use of a personal computer and computer applications (i.e. Microsoft Word, Excel, Access, PowerPoint, etc.).
  • Completion of a post-secondary college diploma or university degree in a related discipline or combination of education, training and experience deemed to be equivalent.
  • Good organizational skills in order to handle changing work priorities.
  • Demonstrated experience with flowcharts and project schedules.
  • Good knowledge of the tendering process, contract documents, specifications, as well as records management training.
  • Sound judgment, good analytical, interpersonal, problem solving, verbal and written communication skills.
  • Ability to work in a project team environment and coordinate the work of others when assigned.
  • Knowledge of project management software.
  • Good knowledge of business administrative concepts and practices.
  • Ability to produce high volume quality work, meet required deadlines and handle several responsibilities under minimal supervision.

Job Details:

Company: Toronto Transit Commission

Job Category: Government

Vacancy Type: Full Time

Job Location:  Oshawa, Ontario, CA

Application Deadline: N/A

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