MANAGER ADMINISTRATIVE SERVICES Job Vacancy in City of Toronto Toronto, ON – Latest Jobs in Toronto, ON

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Full Details :
Company Name : City of Toronto
Location : Toronto, ON
Position : MANAGER ADMINISTRATIVE SERVICES

Job Description : Job Category: Administrative
Division & Section: Policy, Planning, Finance & Admin, PPF&A Program Support
Work Location: CITY HALL, 100 Queen St W, Toronto, M5H 2N1
Job Type & Duration: Full-time, Permanent
Salary: $110,965.40-$130,366.60 (2021 rate),TM0035 and Wage grade 8.
Shift Information: Monday to Friday, 35 hours per week
Affiliation: Non-Union
Number of Positions Open: 1
Posting Period: 22-Mar-2022 to 05-Apr-2022

To manage and provide leadership, guidance and support to the Administrative Services Unit, Program Support, PPFA and Infrastructure & Development Services (IDS) divisions regarding administrative activities including the provision of effective and efficient payroll time and attendance reporting, information reporting, office administration, process improvement, compliance, contingency planning, mail delivery services and ensuring effective business transformation opportunities align with City and client objectives.
Major Responsibilities:

Provide centralized support to IDS client divisions who are engaged in diverse professional and operational activities on both a regular and 24/7 basis.
Manages, motivates and trains the unit’s staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.
Manages the day to day operation of all assigned staff, in multiple work locations, including the scheduling, assigning and reviewing of work. Authorizes vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments and recommends disciplinary action when necessary.
Manages time attendance/payroll processing for all client divisions, ensuring time entry, overtime, acting time, absences, standby/call in, are entered into the payroll system by the required deadlines; as well as attendance/payroll reporting activities for all client divisions including the establishment and monitoring of policies and procedures related to these functions and response to emerging issues.
Develops, recommends and administers the annual budget for the unit, and ensures that the unit’s expenditures are controlled and maintained within approved budget limitations.
Develops and implements detailed plans and recommends policies regarding program specific requirements.
Determines staff training and development requirements. Developing in-house, tailored training for staff and clients to support payroll and administrative initiatives and processes.
Represents PPFA and client divisions on corporate transformation projects and initiatives to modernize and streamline time attendance/payroll processing; leads implementation as required, such as eTime, eScheduling etc.
Collaborates with client divisions and corporate partners to resolve payroll issues as they occur and to meet a variety of corporate reporting requirements with administrative, information and human resources implications. Assess, develop and recommend innovative strategies and solutions to manage emerging issues.
Formulates, evaluates and recommends new or revised divisional administrative policies, procedures and guidelines, and monitors their effectiveness. Monitors corporate/divisional policies, procedures, standards and directives, interprets and ensures adherence to administrative policies, procedures and programs within the division and provides information and direction to divisional management and staff.
Liaises with management on sensitive and highly confidential labour relations and staffing issues. Coordinates and prepares divisional responses, in consultation with Payroll, Pensions & Employee Benefits (PPEB), People & Equity, as required, and makes recommendations.
Interprets collective agreements, human resources and payroll policies and procedures, and ensures compliance within the client divisions.
Manages the provision of general administrative services for client divisions, including mail, telecom, office supplies, and security access.
Coordinates the data gathering and responses to FOI requests for PPFA relating to payroll/administration.
Reviews compliance with corporate policies, procedures and guidelines.
Coordinates the development, maintenance and implementation of internal processes and mechanisms to promote internal control and compliance, as required.
Establishes and maintains management information and control systems including compliance audits, internal reviews and implementation of corrective actions.
Contributes to continuous improvement of divisional performance through analysis and the development and implementation of sound management practices and procedures.
Provides management staff and stakeholders with direction, guidance, processes and tools to increase efficiencies and improve effectiveness of the services provided by this section.
Leads and/or participates on various committees or meetings dealing with corporate administrative matters, on behalf of the Director and represents PPFA.
Designs and develops management reporting to meet a variety of corporate reporting requirements with financial, administrative, information and human resources implications.
Manages special projects as assigned by the Director and/or Executive Director.
Acts as a Supervisor under the definitions of the Occupational Health and Safety Act, and ensures that adequate training, safety equipment and safe work procedures are in place in order to develop a strong culture of Health and Safety and minimize any Health and Safety issues.
Represents Director on program support issues, as required.

Key Qualifications:
Post-secondary education in a professional discipline pertinent to the job function combined with relevant management training and experience, or an equivalent combination of education and experience.
Extensive experience in issues management, stakeholder consultation, assessing, reviewing and resolving customer complaints and issues while dealing with sensitive matters.
Extensive experience in the operation of payroll systems, such as SAP, SuccessFactors, and Microsoft Office.
Considerable project management experience with a demonstrated ability to handle complex multifaceted project responsibilities, provide recommendations, execute and meet establish targets within defined deadlines.
Considerable experience managing a diverse team within a large unionized organization with specific experience in payroll processing services.
Considerable experience in human resources, in particular payroll, recruitment, and labour relations.
Considerable experience in the development and implementation of policies, programs, processes and management systems to identify opportunities for improvements to service efficiency and effectiveness and customer service delivery.
Highly developed interpersonal, conflict resolution, and analytical skills with the ability to interact and communicate effectively with all levels of the organization and to forge solid, effective internal and external relationships.
Political acumen, judgement and insight including the ability to negotiate and achieve consensus among parties having different objectives.
Customer service focused; ability to balance the needs to the client, organization, and team.
Ability to work within a highly demanding environment with competing deadlines.
Ability to interpret complex language of government regulations or collective agreements; not only to be able to comply but also to be able to communicate requirements to others.
Familiar with relevant government legislation and Collective Agreements including the Local 416 and 79 Collective Agreements, Occupational Health and Safety Act, the Municipal Freedom of Information and Protection of Privacy Act and Accessibility for Ontarians with Disabilities Act (AODA).

Note: All City of Toronto employees are required to be fully vaccinated as a condition of hire in accordance with the City’s Mandatory Vaccination Policy. Candidates will be required to show proof of vaccination during the recruitment process.

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. Learn more about the City’s commitment to employment equity.
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. Learn more about the City’s Hiring Policies and Accommodation Process.

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