ADMINISTRATIVE SUPERVISOR LEGAL in Toronto, Ontario

ADMINISTRATIVE SUPERVISOR LEGAL

• Job ID: 53758

• Job Category: Administrative

• Division & Section: Legal Services, Legal Services & Accounting

• Work Location: Metro Hall, 55 John Street, Toronto, ON, M5V3C6

• Job Type & Duration: Permanent Full-time Vacancy

• Salary: $86,716.00 – $112,255.00, TM1181, Wage Grade 6.0

• Shift Information: Monday to Friday, 35 hours per week

• Affiliation: Non-Union

• Number of Positions Open: 1

• Posting Period: Mar-17-2025 to Apr-07-2025

Job Summary:

To supervise the human resources, payroll, accounts payable, accounts receivable, petty cash, purchasing and budgeting operations of the Finance & Accounting and Administration Units.

Major Responsibilities:

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

• Supervises, motivates and trains assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning and encourages innovation in others.

• Supervises the day-to-day operation of all assigned staff including the attendance management, scheduling, assigning and reviewing of work for efficiency and completeness. Authorizes and coordinates vacation and overtime requests. Monitors and evaluates staff performance, approves salary increments, hears grievances and recommends disciplinary action when necessary.

• Participate in the recruitment of staff. Prepares job postings, conducts interviews and post consultations with manager.

• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.

• Supervises the Division’s administrative operations and procedures with respect to accounts payable and receivable, petty cash, purchasing, preparation of payroll, mail and reception. Supervises the administrative and financial functions of accounts payable/receivable for the division, in accordance with corporate policies and standard accounting principles and practices.

• Supervises the procurement/purchasing function for the division including the purchase of materials, supplies, equipment and services. Coordinates the preparation of purchase orders, requests for proposals/quotations and contracts in consultation with management, ensuring purchasing policies and guidelines are followed.

• Ensures that established administrative and financial policies are in compliance with legislation, by-laws and corporate policies/procedures, and that they are applied consistently throughout the division.

• Reviews and assesses the adequacy and effectiveness of internal control systems and makes recommendations for improvement.

• Provides sound advice, guidance and support to divisional staff on matters of accounting policies and procedures, human resources, payroll, accounts payable and receivable, petty cash, procurement and budgets.

• Prepares customized budget information for the Manager.

• Performs various expenditure analyses on a regular basis to ensure the integrity and accuracy of financial information from both a general ledger and cost centre perspective.

• Reviews and initiates follow-up action on the status of accounts receivable.

• Assists in the development of the Division’s operating budget with the compilation and verification of supporting documentation.

• Monitors, analyzes and reports on components of the Divisions budget variances. Ensures the accuracy and effectiveness of reported revenue and expenditure data by identifying problems and assisting in their resolution. Coordinates the preparation of all required reports in a timely and effective manner.

• Ensures good corporate relationships/communications through involvement in corporate wide committees responsible for corporate administration and financial procedures.

• Undertakes special assignments and projects as required.

• Provides effective support to the division in areas such as research, analysis, coordination, administration and financial management.

• Develops, tests, implements and evaluates administrative and financial procedures and practices.

• Liaises with various divisions including Financial Planning, Purchasing, People and Equity and Clerks.

Key Qualifications:

1. Considerable experience with computer-based accounting systems (e.g. SAP) and Microsoft Office suite including Excel, Word, and PowerPoint. To develop and maintain macros, databases, reports, analysis, and presentations.

2. Demonstrated ability to motivate and train staff, ensuring effective teamwork, while promoting organizational performance, continuous improvement and encouraging innovation in others.

3. Post-secondary education in Business, Finance, Human Resources Management or in a discipline pertinent to the job function or any equivalent combination of education and experience.

4. General knowledge of legislation and policies affecting human resources development of a diverse workforce in a unionized environment.

5. Excellent communication (written and oral) and interpersonal skills with an ability to establish effective working relationships with all City staff, internal and external clients, and the public.

6. Strong leadership and strategic thinking skills in combination with highly developed problem solving and conflict resolution skills.

7. Ability to successfully manage and complete projects of various terms and complexities.

8. Familiar with relevant government legislation and the Occupation Health and Safety Act.

9. Considerable experience providing administrative support to Senior Executive, senior management, handling a broad range of administrative matters, standard office practices and procedures.

10. Experience performing data collection, analysis of information from various sources, applying critical thinking/analytical skills and exercising professional judgement.

11. Strong customer service and interpersonal skills, and the ability to work cooperatively as an effective team member.

12. Ability to work independently under minimum supervision, set priorities, plan and executive task. Excellent organizational and multi-tasking skills, with the ability to work under pressure and meet tight deadlines under time constraints and adjust work priorities in response to meeting demands.

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 toemployment equity (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .

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’sHiring Policies and Accommodation Process (https://jobs.toronto.ca/jobsatcity/content/Hiring-Policies-and-Statements/?locale=en_US) .