CLOSING DATE:  April 25, 2024

AREA OF RESPONSIBILITY:

Reporting to the Commissioner, Legislative Services, this position is responsible to provide overall administrative support and financial coordination to maintain efficient operations of the Department.

KEY RESPONSIBILITIES

Operational

• Ensures quality customer service by prioritizing requests, directing calls and enquiries from Members of Council, the public and staff as appropriate for resolution.
• Assists in the supervision of the Administrative Assistants to the Directors and provides them leadership and training to ensure cohesiveness across the divisions including departmental practices and processes, deadline adherence, communication to staff, organizing staff events, ensures appropriate coverage for workload and vacation, as needed.
• Works cooperatively with Administrative Assistants to the CAO, Corporate Leadership Team and Mayor and Members of Council.
• Participates in the Departmental Leadership Team to collaborate with Directors to support departmental initiatives.
• Through communication with department management and administrative assistants, coordinates the content and creation of Legislative Services Departmental sites ensuring information is pertinent, timely and current. Communicates with staff in various capacities to ensure open lines of communication.
• Liaison between departmental and corporate staff and the Commissioner.
• Develops and implements new tools and methods for the continual improvement and efficiency of practices and processes.
• Main point of contact for communicating information to departmental staff.
• Maintains knowledge of City policies and procedures, Standard Operating Procedures and collective agreements to respond to staff inquiries.

Financial

• Administers the budget for the Commissioner’s Office, including office administration expenses.
• Administers corporate purchasing card and petty cash.
• Coordinates Office Administration services including office supplies, courier, armoured car and cable.
• Provides departmental point of contact for various administrative functions including Fire Safety Team coordination, security access card liaison, mobile acquisition, emergency management team and PeopleSoft liaison.

Administrative

• Provide executive level confidential administrative support functions for the Commissioner, Legislative Services
• Provides confidential administrative support for Legislative Services managerial staff as required.
• Manages the calendar of the Commissioner between multiple city facilities; books and arranges meetings, conferences, event attendance, resources, travel arrangements, large departmental staff meetings and amenities.
• Responsible for Non-Union time entry for direct reports to the Commissioner’s Office and back up other division Administrative Assistants for their non-union groups.
• Ensures that all departmental reports to Council are entered into Agenda.net, reviewed and approved according to set corporate deadlines, assists and follows up with staff as required.
• Responsible for preparing Department Leadership Team meeting agenda, documentation and taking and distribution of meeting minutes (including action items).
• Prepares standard correspondence, reports, e-mails, presentations and other related materials as required.

 Additional

• Performs special assignments and additional related duties as assigned.
• Works independently.

SELECTION CRITERIA:

EDUCATION:

• Post-secondary Certificate in Executive Office Administration or equivalent experience.

REQUIRED EXPERIENCE:

• Minimum three years’ experience in a business administration role, preferably in public sector.
• Supervisory experience as well as experience in a public or unionized environment as asset.

OTHER SKILLS AND ASSETS:

• Knowledge of municipal operations, including departmental and council proceedings as asset.
• Advanced user of office software packages including Microsoft Office Suite, SharePoint, PeopleSoft (financials and HRMS).
• Excellent communication skills, written and oral.
• Excellent time management and organization skills.
• Exceptional analytical skills for complex problem solving.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

CLOSING DATE:  April 24, 2024

This position is responsible for supporting the Coordinator, Employee Support Services in the payroll and timekeeping process for the Brampton Transit Division to ensure the administrative timekeeping functions are achieved within prescribed timelines and quality service standards.

Key Duties and Responsibilities

1. Payroll Timekeeping and Scheduling

• Support all Transit payroll timekeeping functions including ensuring that the payroll is completed accurately and submitted on time.
• Complete and authenticate data entry and timekeeping adjustments for Transit Non-Union, Transit Part-Time, Maintenance and Operations staff and work closely with Payroll Services to ensure deliverables meet payroll deadlines.
• Assist in generating various payroll reports, ensuring conformance to the Collective Agreements and reconciliation requirements.
• Pro-actively identify issues that have potential impact on Transit payroll and resolves or escalates, as appropriate.
• Ensure daily functions are performed according to City Policies and Collective Agreements.
• Serve as the primary point of contact for all payroll-related matters in the absence of the Coordinator, Employee Support Services.
• Willingness to work additional hours, when necessary, to ensure accurate and timely submission of payroll.

1. Customer Service Tasks

• Respond promptly to inquiries, ensuring accuracy and efficiency in addressing employee needs.
• Provide recommendations to enhance operational efficiencies across all Transit departments.
• Respond to internal Transit staff requests regarding procedural clarity, interpretation of Payroll practices and other general provisions of the Collective Agreements.
• Receive and direct incoming inquiries and escalates staff or office related concern to appropriate resource.
• Maintain database of internal and external customer enquiries, prioritize all requests and respond within acceptable timelines.
• Prepare and process standard correspondence, forms, statistical reporting, etc and track and run reports as required within established timelines.

1. Special Projects – Analysis and Tracking

• Provide support in the implementation, knowledge sharing, subject matter expertise, and testing of payroll and scheduling projects such as Hastus, Workforce MyTime, and others.
• Assist in the maintenance of updated payroll process maps, knowledge libraries, and off-cycle trackers to ensure accurate and efficient performance of payroll tasks.

1. Database and Records Management

• Use automated logging and tracking databases to capture relevant information and ensure information that is captured meets all regulatory and City requirements.
• Maintain both hard copy and electronic files when necessary. Generates reports as required. Reconciles records and ensures payroll requirements are provided.
• Ensure the confidentiality and security of employee and departmental files.
• Track vacation, lieu and floater accruals for unionized employees and handle confidential enquiries providing analysis for resolution and decision-making. Assist with ensuring all audit requirements are met.

1. Support Process Improvement Initiatives and Change Management

• Use knowledge and insights gained in working with stakeholders, analyze payroll information, identify trends and concerns, and suggest ways to improve processes or to resolve issues.
• Ensure all standard procedures are followed and provide guidance to people leaders on new payroll related processes, both verbally and through assisting in drafting SOP, so that a common understanding for Transit staff is delivered.
• Ensure tracking of unique payroll instances, to allow consistency in future occurrences.

1. Human Resource, Administrative and Financial Support

• Maintain up-to-date employee and payroll files, documentation, and correspondence.
• Ensure necessary sign offs and approvals meet audit requirements and confidentiality.
• Prepare monthly union bills and assist with invoice payments as needed. Assist with providing guidance and information regarding pension and benefits inquires and update internal records and time entry regarding OMERS eligibility.
• Support annual pay outs as outlined in the ATU Collective Agreement.
• Prepare and submit Employee Data Change Forms (EDCs) for onboarding, off boarding and job-related changes.
• Coordinate with ATU executives for up-to-date information regarding long-term absences and update internal data and time entry.
• Support administrative team and functions on an as needed basis

1. TEAMWORK AND COOPERATION

• Contribute to a healthy team environment.
• Work well within diverse groups to support operational goals and objectives.
• May be requested to represent the payroll or administrative function at meetings or events.
• Demonstrate corporate values at all times.
• Assist in payroll and process training for Transit departments to ensure efficient payroll processes, as needed.

SELECTION CRITERIA:

EDUCATION:

• Post secondary certificate in Office Administration or equivalent experience.
• Working towards a payroll certificate would be an asset.

REQUIRED EXPERIENCE:

• Minimum two years payroll and/or administrative work experience, preferably in a transportation environment.
• Relevant previous payroll experience would be an asset.
• Experience working in a unionized environment, specifically ATU, is a definite asset.

OTHER SKILLS AND ASSETS:

• Strong computer skills in Microsoft Office (Outlook, Excel, Word, PowerPoint) and payroll systems (PeopleSoft HRMS and Hastus).
• Aptitude for figures with a strong attention to detail, accuracy and follow up.
• Must demonstrate tact, diplomacy, confidentiality and good judgment.
• Strong organizational and communication skills with the ability to set priorities to ensure ease of workflow.
• Ability to work independently to meet fixed deadlines.
• Demonstrated commitment to customer service skills with the ability to resolve questions and concerns in a fast-paced work environment.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

LOCATION: Flower City Community Campus/Bob Callahan Seniors Centre

AREA OF RESPONSIBILITY:

Reporting to the Recreation Programmer/Recreation Coordinator, this position is responsible for professional preparing and serving of meals and snack items while providing excellent customer service.

• Create menu plans for lunch with appropriate pricing
• Supervise volunteers by assigning tasks
• Prepare and cook lunch and light snacks for 60 - 100 seat public dining room
• Service customers and address food related comments in a professional manner by providing
  exceptional customer service
• Ensure food loss is kept at a minimum
• Assist with and ensure inventory practices and portion control is adhered to
• Ensure volunteers, equipment and kitchen facilities meet all Department of Health regulations
• Ensure kitchen equipment is cleaned and report malfunctioning equipment to Supervisor
• Maintain complete vigilance while on duty and be ready to respond to any emergency situation
• Complete administrative duties in a timely manner (eg. attendance, incident/accident reports,
  opening and closing procedures)
• Maintain a safe and tidy space ensuring equipment is set-up and stored appropriately
• Report all concerns, accidents and incidents to immediate supervisor for follow up and take
  appropriate action
• Understand, adhere to, and enforce Corporate Policies & Procedures, Confidentiality Guidelines,
  Emergency Procedures and Health and Safety Standards for all participants and staff
• Attend meetings/training as required
• Performs other duties as assigned

SELECTION CRITERIA:

• Minimum 18 years of age
• Minimum 2 years of work experience in a commercial food preparation environment and/or formal
  training with strong food preparation and cooking focus
• Food Handlers certification, or ability to obtain within 1 month of date of hire
• Knowledge of OHSA, WHIMIS 2015, food related Health regulations
• Current Standard First Aid / CPR C from an accredited organization, or ability to obtain within 1
  month of date of hire
• Exceptional customer service and communication skills

**Preference will be given to students that have a permanent residency in Brampton.

**Various tests and/or exams may be administered as part of the selection criteria.

Interview:  Our recruitment process may be completed with video conference technology.

If this opportunity matches your interest and experience, please apply online by clicking the button above by April 21, 2024 and complete the attached questionnaire. We thank all applicants; however, only those selected for an interview will be contacted.  The City of Brampton requires all applicants to have a valid Criminal Record and Judicial Matters Check (Level 2) or a Vulnerable Sector Check (if 18 years of age or older)   issued from their local police department, dated within the last six (6) months. All checks must indicate for the purpose of employment.

This position is responsible to provide administrative support and confidential services to maintain efficient operations of the section or division.  Exercise judgement to resolve matters which may be political and sensitive in nature. Liaise with management to ensure compliance with corporate and operational service standards and policies. Typically works under general direction.

Key Duties and Responsibilities

OPERATIONAL SUPPORT 

• Provide administrative support to a sectional or divisional team of professionals; including preparation, review, processing and distribution of correspondence, presentations and reports.
• Provide administrative assistance in support of business initiatives, programs, processes and projects.
• Develop and implement new tools and methods for the continual improvement and efficiency of practices and processes.
• Maintain files and confidential records to ensure corporate compliance.
• Monitor, maintain and processes sectional or divisional financial, time-entry and budgetary records, reports and transactions.
• Ensure all correspondence and scheduling requests are prioritized and urgent matters and conflicts are addressed.
• Book and arrange meetings,conferences, event attendance, resources, travel arrangements and amenities.

 CUSTOMER SERVICE 

• Prioritize requests, direct calls and enquiries to the appropriate level for resolution.
• Coordinate objectives by building relationships with cross-functional departments, management and external stakeholders.
• Provide internal and external customer service by processing and responding to a variety of inquiries and service requests; while adhering to corporate practices and standards.

 COMMUNICATION AND REPORTING 

• Research and assist with the preparation of policies, procedures and reports.
• Monitor and update data entry/database and web based records to support time sensitive reporting.

  CONFIDENTIALITY 

• Maintain confidentiality based on the requirement to access, review, maintain and distribute sensitive sectional or divisional and organizational communication, materials and records.
• Provide documentation support for disciplinary, grievance and performance matters.

 SELECTION CRITERIA:

EDUCATION: 

• Post-secondary Certificate in Office Administration or equivalent experience. 

REQUIRED EXPERIENCE: 

• One to two years’ experience providing administrative support. 

 **Various tests and/or exams may be administered as part of the selection criteria.

CLOSING DATE:  April 16, 2024

 Interview:  Our recruitment process may be completed with video conference technology.

As part of the corporation’s Modernizing Job Evaluation project, this position will undergo an evaluation which may result in a change to the rate of compensation.  Any changes affecting this position will be communicated as information becomes available. *Our Hybrid Model is subject to change.