OPERATIONS SUPPORT OFFICER

• Job ID: 49214

• Job Category: Administrative

• Division & Section: City Clerk's, City Clerk's Secretariat

• Work Location: City Hall, 100 Queen Street West, Toronto

• Job Type & Duration: Full-time, Temporary (16 Month) Vacancy

• Salary: $72,588.00 - $92,853.00

• Shift Information: Monday to Friday, 35 Hours Per Week

• Affiliation: Non-Union

• Number of Positions Open: 1

• Posting Period: 20-SEPT-2024 to 04-OCT-2024

Major Responsibilities:

• Schedules, assigns, and reviews work. Approves time and attendance. Monitors and evaluates staff performance, trains, and coaches, as required, hears grievances, and recommends disciplinary action, when necessary.

• Provides program and project management support, coordination, and leadership within the unit. Coordinates day-to-day office operations, with a focus on problem solving and issue management. Manages risk and sensitive issues.

• Prepares strategies, work plans, briefing notes, requests for proposals, budgets, council reports, data analysis and presentations.

• Assists in the development, implementation and maintenance of standards and specifications for program and operational systems.

• Liaises with other divisions, departments, residents, elected officials, internal stakeholders, and external partners and other orders of government. Coordinates divisional and corporate initiatives.

• Attends and evaluates facilities at both service counters, and other sites, as required.

• Coordinates the wedding chamber booking/refund process, claims submission, and annual cemetery reporting requirements.

• Coordinates polling process and provides work direction to staff regarding all polls.

• Coordinates records retention policy for Registry Service's core service lines and the Assessment Roll.

• Daily review of Purchasing Card Industry (PCI) rules, supply ordering, and financial compliance.

• Acts as a Supervisor under the definitions of the Occupational Health and Safety Act, and ensures that adequate training, safety equipment and safe work procedures are in place. Prepares incident and accident reports, as necessary.

• Performs other related duties, as assigned.

Key Qualifications:

1. Post-secondary education in a discipline pertinent to the job function, combined with relevant experience or equivalent combination of education and experience.

2. Experience in project co-ordination and experience addressing a range of operational issues in a customer service environment.

3. Experience managing a high volume of information and customer service interactions.

4. Experience in researching, developing/writing reports, and preparing correspondence for the consideration of senior management and external stakeholders.

5. Experience in financial analysis, reporting and budget preparation in a large complex organization.

6. Demonstrated ability to organize and manage document systems and spreadsheets, including reviewing, compiling, analyzing, and reporting information.

7. Proficiency in the use of current office and workplace technology and other computer applications relevant to the position, such as Microsoft Excel, Word, PowerPoint, Outlook, SAP, Adobe, Point of Sale (POS), and web-based collaboration tools, including WebEx and appointment booking applications.

8. Excellent verbal and written communication skills with the ability to communicate clearly and effectively to a variety of audiences.

9. Excellent interpersonal skills with the ability to establish and maintain effective working relationships with all levels of staff and external contacts.

10. Strong problem solving, multi-tasking & organizational skills with an ability to manage multiple priorities within tight time constraints.

11. Demonstrated ability to work independently and cooperatively and use discretion when handling sensitive information.

12. Awareness of Registry Services’ core service areas: marriage licence issuance, civil wedding services, burial permit issuance, death registration, liquor licensing, polling services and commissioning would be considered an asset.

13. Knowledge of Human Resources policies, guidelines, procedures, Collective Agreement obligations, and employment legislation such as Employment Standards Act, Human Rights Code, and Occupational Health and Safety Act.

14. Ability to work in person at the base location (City Hall) 5 days a week and travel to the North York Civic Centre Office, as required.

Note To Current City of Toronto Employees

City of Toronto employees are eligible to apply for the posted job opportunity, but cannot hold two different jobs. To be considered for this job posting, you must indicate that you are a "Current City of Toronto employee" on the on-line application form, and provide your "Employee Number".

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 toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .

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’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .