Operations Support Officer Job Toronto area,Ontario Canada,Administrative/Clerical

Position: OPERATIONS SUPPORT OFFICER

Responsibilities

Implements detailed plans and recommends policies/procedures regarding program specific requirements.

Coordinates special projects and assignments, and prepares briefing notes, status updates, and reports.

Supports and participates on team projects, collects, maintains and analyzes data, researches information and prepares reports.

Liaises and prepares correspondence with other Divisions, residents, councillors, and internal and external partners.

Supports the preparation of Council and Committee reports and supplementary documents.

Creates, develops, and maintains electronic and hardcopy files, inventory, spreadsheets, and databases ensuring records are maintained in accordance with Corporate and Divisional policies and retention periods.

Tracks, investigates and responds to both internal and external complaints, correspondence and enquiries.

Attends meetings with City staff across the corporation as well as with residents, councillors, internal, and external partners and prepares meeting reports.

Assists with the administration of the annual budget and support of cost recovery for, leases, licences and agreements for the district/unit and ensures that expenditures are maintained within approved budget limitations through the variance reporting process.

Monitors and prepares summary documents related to revenue, invoicing, and billing, including cost recovery, and coordinates with financial partners to track and report out on financial matters to management.

Monitors and prepares summary documents related to sponsorships and donations, including deposits, tracking, reporting, and journal vouchers.

Supports onboarding of new staff and prepares technical, access, and other resources.

Provides and coordinates technical and educational training, professional development requirements, and training resources for staff and staff teams

Supports staff health and safety and corporate security initiatives.

Coordinates and responds to information requests, including Freedom of Information (FOI) and information audit requests.

Supports procurement coordination for the unit, including research, requests for quotation, obtaining equipment and supplies, RPGS and payment processing.

Effectively communicates changes in policies and procedures within the Branches and Division.

Supports planning and implementation of special events, e.g. openings and ribbon cuttings.

Reviewing and responding to business proposals and administers intake of requests.

Supports with the administrative tasks related to leases, licences, and agreements, including but not limited to inputting contracts, quality assurance of account and contract set up, collection of insurance and other required documents, managing aging reports, following up with outstanding balances, and reviewing of agreement terms for inquiries.

Performs other related duties as assigned.

Key

Qualifications:

Your application must describe your qualifications as they relate to:

Post-secondary education in a discipline pertinent to the job function (i.e. Recreation Leadership, Urban Planning, Recreation, Humanities, Physical Education, Finance, Business Administration/Management, etc.) and/or equivalent combination of education and experience.

Experience in researching, developing and writing reports and correspondence for the consideration of senior management.

Experience with coordinating projects and large scale, multi-faceted process/program coordination.

Experience and proficiency in use of technological applications including Microsoft SharePoint and Office 365 Suite applications (e.g. Word, Excel Power point, Access), SAP, Active Net, and Kronos.

Experience in park planning and design, recreation, parks operations, or urban forestry is considered an asset.

Excellent organizational, analytical and multi-tasking skills. Detail oriented with the ability to meet deadlines and assess priorities.

Working knowledge of health and safety, human rights and labour relations legislation, corporate standards, policies and procedures, including but not limited to Employment Standards Act, AODA, Human Rights Code and Occupational Health and Safety Act.

Excellent customer service and…