You will report to the Operations Manager
and you will be responsible to prepare general and confidential correspondence such as letters
memoranda etc. for Head and Project Management staff to sign. You will prepare coordinate and track Board Reports
Project Status and progress reports to ensure that deadlines are met. You will review internal and external correspondence
highlighting and bringing forward issues of importance for review. You will assist in the budget process by coordinating the preparation of project summary reports
project justifications
and budget schedules. You will act as recording secretary for project team meetings as required. You will coordinate and arranging meetings with staff of the TTC and external agencies and ensuring all background information is provided to the Manager. You will also prepare and maintaining complete and current project files using the designated document control system(s). You will liaise with other departments and external suppliers to obtain and exchange information regarding purchases and resolving routine inquiries. You will monitor
track
update non-budgeted expenditures and producing reports from information gathered. You will prepare proper documentation and arrangements with brokerage companies in the shipment and retrieval of parts. You will also prepare Monthly Mileage Allowance Forms. You will maintain attendance and vacation entitlement records and inputting weekly payroll and expense records. What Skills Do You Bring Communicate in a variety of mediums Maintain documentation and historical records Plan and organize activities / projects to meet section and organizational goals Use office technology
software and applications Understand and apply administrative policies
processes
and procedures What Qualifications Do You Bring Your education will consist of a completed post-secondary education in Office Administration
or the equivalent
combined with several years of experience in office administration. Your application will reveal sound knowledge of administrative concepts and practices. Your application will also reveal proficiency in the use of current computer software packages applicable to work performed (word processing
spreadsheets
graphic presentations
databases etc). You must have effective oral and written communications skills to exchange and verify information. You must be able to work in a team environment
and to oversee and co-ordinate work of others when assigned. Your application will reveal capabilities of producing high volume
quality work
meet required deadlines and have the ability to handle several responsibilities
under minimal supervision
in a dynamic demanding environment.