PROGRAM COORDINATOR OFFICE OF CHIEF INFORMATION SECURITY OFFICER

City of Toronto - Toronto, ON (il y a 30+ jours)

Postuler dès maintenant

Amendment #204/08/2020 Posting date extended

Amendment #1 03/20/2020 Change to Hours of Work

Job ID: 7278

Job Category: Administrative

Division & Section: Office of the Chief Information Security Officer

Work Location: Metro Hall, 55 John Street

Job Type & Duration: Full Time, Permanent

Salary: $76,710.40 - $90,147.20, Wage grade 5.5, Please note: The salary reflects 2019 rates

Shift Information: Monday to Friday, 40 Hours per Week

Affiliation: Non-Union

Number of Positions Open: 1

Posting Period: 27-Mar-2020 - 17-Apr-2020

Reporting to the Chief Information Security Officer, the Program Coordinator, Office of the Chief Information Security Officer provides efficient secretarial and administrative support and participates in ensuring effective day to day operations of the Office of the Chief Information Security Office (CISO).

Responsibilities include:
Acts as an extension of the Chief Information Security Officer dealing with staff and clients in the utmost professional manner
Provides senior level administrative support, advice and guidance on key initiatives and policies.
Reviews and directs incoming correspondence, phone calls, and initiates responses.
Manages and schedules daily appointments and activities; arranges meetings and business travel.
Organizes the daily schedule around urgent requests from the Mayor's office, City Councillors, Senior Leadership team and department staff.
Co-ordinates daily administrative operation by organizing workload priorities.
Provides effective work direction, training and guidance and acts as a resource to department staff.
Co-ordinates the development and implementation of secretarial and administrative standards and procedures for the division.
May direct and train, on a daily basis, clerical support services on divisional processes and procedures.
Receives and provides initial response including initial data collection related to telephone calls and correspondence from clients and staff and refers for appropriate action.
Responds and helps resolve issues of upset and concerned clients seeking redress.
Prepares and processes documents of a confidential labour relations nature, such as notes regarding disciplinary action, documents pertaining to grievances and arbitrations, letters of discipline, contingency planning, restructuring and downsizing initiatives, position termination. May attend and take minutes at grievance hearings.
Ensures and checks the efficient and correct preparation and processing of documents in accordance with appropriate policies and legislation. Ensures conformity with regulations, statutes, by-laws, agreements, policies and procedures. Applies and checks layout and formatting guidelines. Proof-reads own and other's material.
Monitors all key reports required for committees and council and ensures deadlines are met. Reviews council and standing committee agendas and reports flagging items that will impact on operations. Identifies issues and initiates responses.
Organizes and maintains up-to-date manuals such as Council and corporate administrative policies and guidelines.
Participates in the development of communication strategies and prepares and co-ordinates communications material within the department/division including newsletters, bulletins and flyers.
Co-ordinates labour disruption plans.
Co-ordinates and maintains the records management system.
Handles, prioritizes and/or redirects inquiries and/or provides information and guidance to staff, Mayor's office and City Councillors, clients, the public, the media, agencies, union representatives and other levels of government, utilizing specialized knowledge of corporate policies, regulations, protocols.
Performs highly independent, specialized administrative tasks, including, preparation, research, investigation, review, reconciliation, control and co-ordination of various documentation and processes.
Administers, prepares, processes and composes documents, routine reports, statistical summaries and reports requiring considerable judgement in the interpretation and application of regulations and practices. Prepares complex calculations and analysis of data. Monitors expenses and participates in compiling data for forecasting and budgeting. Prepares correspondence.
Operates computers utilizing and manipulating a variety of desktop applications and corporate systems.
Develops and prepares presentation materials including power point decks.
Prepares approval forms, briefing notes and staff reports for Committees and Council and attends appropriate meetings to provide information.
Attends various meetings, events, hearings, and acts as the unit representative.
May review applications from the public and handle special projects.
Co-ordinates meetings, special events, schedules, workshops, grievances, labour-management meetings, food services, printing of conference materials, registration. Takes/transcribes minutes and follows-up taking action when necessary.
Maintains petty cash.
Monitors tracks and reports attendance management.
Maintains a continuous awareness of corporate and departmental administrative systems and procedures, organizational structure and major activities in order to provide effective administrative assistance.
Handles and safeguards confidential and sensitive City and personal information
Manages assigned projects, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
Provides direction and guidance to project teams. Coordinates, in working with Information Technology and client staff, project activities, communication, administration, planning, writing, and monitoring.
Assist in developing and maintaining project schedules using project management systems (such as Microsoft Project, Microsoft Enterprise Project Management, etc.).
Anticipates and initiates appropriate action on incoming issues, recommends course of actions or solutions.
Co-ordinates issues and leads specific policy/projects, ensuring effective teamwork, horizontal collaboration across the Cluster and between service areas, communication and high standards of work quality.
Co-ordinates issues and leads specific policy/projects, ensuring effective teamwork, horizontal collaboration across the Cluster and between service areas, communication and high standards of work quality.
Deals with confidential and sensitive information affecting operations, assets, human resources, labour relations, litigations and budget. Prepares and processes confidential correspondence, reports, statistical statements, presentations and minutes. Maintains confidential records for the Chief Information Security Officer.

Key Qualifications:
Extensive experience providing administrative support to senior management, handling a broad range of administrative matters, standard office practices and procedures.
Extensive experience preparing agendas, taking minutes at meetings and identifying items for follow up.
Considerable experience in the preparation and drafting of correspondence, editing the layout and formatting of complex reports to Council, Committees and senior management.
Experience working in a Cyber Security environment is an asset.
Ability to identify needs, initiate, coordinate, and manage projects.
Advanced skills in Microsoft Outlook, Excel, Word, PowerPoint presentation skills and internet navigation and research.
Excellent written & verbal communication skills (comfortable & confident communicating at all levels including business partners, leadership and vendors.)
Excellent analytical and problem-solving skills to deal effectively with all levels of staff and the public.
Excellent organizational and time management skills, including attention to detail and the ability to meet conflicting deadlines.
Resourceful, adaptable, and takes initiative.
Ability to exercise independent judgement and discretion in dealing with highly confidential and sensitive matters.
Ability to work independently and effectively with minimal supervision, complete assigned duties within timelines, and handle confidential documents and reports.
Ability to gather, analyze and consolidate information from various sources.
Knowledge of municipal government structure, Council proceedings, and current political issues.
Ability to implement effective administrative work procedures and maintain an organized office in a fast-paced and complex executive office.
Ability to perform multiple tasks and/or work on assignments that range in complexity
Able to work extremely well under pressure while maintaining a high level of professionalism.
Ability to work in a fast-paced environment managing multiple priorities with proven time management skills.
Flexibility to work overtime if necessary, to meet deadlines
Flexibility to be contacted after hours or on weekends if necessary, for any urgent matters that may arise

Notes

Applicants are required to demonstrate in their resume/cover letter that their qualifications match those specified in the job posting.

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.

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.