Position Summary

• Number of Positions Open: 5
• Posting Period: 29-May-2024 to 12-June-2024

Performs administrative and clerical functions that support the delivery of the Facilities Management services, including business operations improvements, client support, contract management and ongoing vendor and contract risk management, vendor and contract management. 

Major Responsibilities:

• Facilitates the resolution of client service and vendor requests from initiation to completion.
• Answers inquiries and provides client and vendor support through all Facilities Management communications platforms (including telephone, email, web portals, and in-person).
• Triages service options, identifies and actions appropriate service resolution paths for clients (for example, leaks, power outages, climate control, or pests).
• Facilitates communication with clients, vendors, and City staff.
• Monitors service requests and invoice payments to ensure compliance with Facilities Management service standards.
• Monitors and tracks work orders and escalates them as necessary with the vendor or city staff.
• Refers escalated issues to the Supervisor or Manager.
• Enters, retrieves, and interprets data in work management system databases.
• Reviews invoices to determine compliance with contracts and Corporate policies and practices and initiates follow-up actions, including vendor payment training and tracking
• Prepares, issues, and tracks Divisional Purchase Orders and Contract Release Orders with authorization from the applicable approver.
• Conducts surveys, informal interviews, and other forms of research with clients, vendors, and other stakeholders.
• Prepares and composes documents, statistical summaries, and reports for a variety of audiences.
• Performs data entry and monitors payroll transactions on the payroll system and ensures that they are accurately reflected on the Division's complement management system.
• Monitors, runs and verifies reconciliation reports.
• Uses a variety of specialized software packages to carry out responsibilities.
• Performs general administrative and clerical work as required.
• Prepares and records documentation related to personnel (leave of absence etc.

Key Qualifications:

1. Considerable experience responding to and resolving client and vendor requests in a fast multi tasking environment and withing comparable industry or field.
2. Considerable experience collecting, recording, analyzing, and reporting data utilizing database systems (e.g. Computerized Maintenance Management Systems) and MS Office Suite (e.g. Excel, Word, Outlook).
3. Considerable experience in office administration and financial processes (e.g. vendor management, invoicing, procurement).

You must also have:

• Excellent time management and organizational skills, including the ability to multi-task, set priorities, and meet deadlines under time constraints.
• Ability to write and format reports, documents, and correspondence for a range of audiences and conduct comprehensive reviews of documents and data with an emphasis on accuracy and attention to detail.
• Knowledge and ability to apply accounting, payroll, and purchasing policies and procedures
• The ability to apply specialized knowledge in multiple functional areas to carry out duties.
• Excellent customer service, problem solving, and conflict management skills, with the ability to work cooperatively with a team and independently.
• Excellent communication skills, with the ability to deal effectively with all levels of staff, clients, tenants, City Council, and the public.
• Able to handle confidential and sensitive information with discretion and tact.
• Ability to work 11am to 7pm, Monday to Friday is required for the temporary vacancies.

The permanent Associate Director (AD) will report to the Director Community Health and Wellbeing and will work closely with the Associate Directors in the Community Health and Wellbeing portfolio to promote and protect health across the lifespan. The AD will be responsible for collaborating on provincial school health initiatives, partnerships with local school boards and leading teams providing services in Toronto schools. The individual will be responsible for strategic decision making, planning and implementation of activities, monitoring performance and evaluating outcomes.

Major Responsibilities:

• Provides direction to School Health Teams through management staff.

• Contributes to the continuous improvement of program performance through analysis and the development and implementation of sound management practices and procedures, provides program management staff with direction and guidance, processes and tools to increase efficiencies and improve effectiveness of the services provided by this program.

• Leads and motivates a diverse workforce, ensures effective teamwork, provides resolution to controversial labour relations issues, ensures high standards of work quality and organizational performance, continuous learning and encourages innovation in others.

• Recommends and administers the budget for their reporting teams and ensures that the program's expenditures are controlled and maintained within approved budget limitations.

• Manages staff complement control, negotiates service contracts and performance targets with service providers and prepares business cases and procurement requests in accordance with corporate requirements.

• Establishes employee recruitment, retention and recognition strategies.

• Ensures due diligence related to occupational health and safety.

• Builds effective management teams and supports the development of collaborative working relationships and the co­ordination of activities across the Directorate and the Division and with external partners.

• Provides guidance and direction regarding issues management when there are politically sensitive implications for the Directorate and other City services.

• Directs and holds responsibility for compliance with Ontario Public Health Standards, and applicable statutes (including PHIPPA, etc.), municipal by-laws and City Council directives.

• Directs activities related to provincial accountability agreement indicators and other service indicators, quality assurance, risk management and serious occurrence response within the service area, including ensuring the security of personal health information.

• Develops and maintains appropriate communication, consultation and/or partnership strategies to ensure effective working relationships with external agencies (including school boards and academic partners, Ontario Health, Public Health Ontario, Ministry of Health, Ministry of Children, Community and Social Services), and health service providers.

• Ensures community input and participation in service planning as appropriate.

• Establishes mechanisms (including information management and data collection systems) to support and monitor compliance with the applicable practice standards for regulated health professionals.

• Enforces policies and procedures that ensure that programs and services implemented in the community meet professional standards (e.g.. College of Nurses) and protect the city from potential liability.

• Monitors and evaluates staff performance and approves salary increments.

• Participates in the review, planning and conduct of applied research, including the preparation and review of research proposals and the submission of abstracts and delivery of presentations.

• Supports the Director at meetings of the Board of Health, City Council and related Standing Committees.

• Manages information and action requests from members of Council through verbal response, reports and briefing notes.

• Provides administrative coverage for peers.

Key Qualifications:

1.  Extensive management experience evidenced by past successful performance in strategic planning and service delivery with an equity focus (senior management experience an asset).

2. Post-secondary education in public administration, management or in a professional discipline pertinent to the job function, plus relevant management training and experience.

3. Extensive experience managing complex assignments from inception through to implementation while balancing political, community and other stakeholder interests.

4. Experience in partnerships, particularly working with school boards and schools would be an asset.

5. A Masters Degree in a related field. 

6. Demonstrated proficiency in the management competencies required of senior managers in the civic service and those defined specifically by Toronto Public Health.

7. An effective decision maker with a track record demonstrating innovation and results- oriented leadership, the ability to promote and foster teamwork, and the ability to manage expectations from multiple organizational units.

8. Extensive experience in people management skills with proven success in achieving results through a unionized and non­ unionized workforce.

9. Well-developed verbal and written communication skills with an ability to inspire and motivate staff.

10. Familiarity with Ontario Statutes, including Occupational Health and Safety Act, Health Protection and Promotion Act, and Municipal Freedom of Information, Personal Health Information Protection Act.