OPERATIONS SUPPORT OFFICER (Writing & Official Correspondence) STRATEGIC PROTOCOL AND EXTERNAL REL

Responsibilities

:

• Researches, writes and edits well written correspondence and ceremonial documents for the Mayor, Toronto City Council and the City of Toronto.
• Conducts extensive research and analysis into assigned areas to support the delivery of the ceremonial documents program.
• Researching and understanding current affairs, corporate policies and practices, legislation and initiatives by all orders of government.
• Implements detailed plans and recommends policies/procedures regarding program specific requirements.
• Supports research and data as it relates to Commemorative Days and Observances as observed by all orders of government.
• Provides input into and administers assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Ensures timely and effective production of all required program reports, statements, and maintenance of appropriate records.
• Leads assigned projects related to operational support activities within the division, ensuring effective teamwork and communication, high standards of work quality and organizational performance and continuous learning.
• Coordinates and provides support on activities related implementation of policies/programs.
• Coordinates the preparation of Proposals, (RF, RFQ, RFI), the evaluation process, and vendor performance reviews. Liaises with Purchasing & Materials Management and Legal during procurement for selected divisional contracts such as standing offers.
• Identifies, analyzes, rationalizes, and optimizes business processes, policies, procedures, systems applications, inputs and outputs, program operations and functions at a detailed level.
• Updates respective websites as required; writing copy and website upkeep according to City of Toronto standards.
• Makes recommendations to senior divisional management regarding service optimization and business process simplifications that could result in alternate service delivery/contracting out, resource allocation.
• Prepares strategies, work plans, project documents, proposals, council reports and presentations.
• Prepares, organizes, and presents business cases, proposals, solutions, statistical reports and project documents and statements to various audiences.
• Assists in the development and maintenance of standards and specifications for program and operational systems for the Division.
• Liaises with other Divisions, internal, and external partners.
• Develops and maintains templates for statistics, data collection and divisional forms.
• Reviews system of internal control and checks work, inventory, supplies, and storage.
• Leads and/or participates in user acceptance testing of new or enhanced systems.
• Recommends, implements, and practices security, privacy, and quality assurance requirements consistent with MFIPPA and corporate standards regarding storage and processing of confidential corporate and application data and information inputs and outputs
• Provides project support as required for all protocol functions and programs as required.
• Prepares strategies, work plans, briefing notes, requests for proposals, budgets, council reports, data analysis and presentations.
• Liaises with other divisions, departments, residents, elected officials, internal stakeholders, and external partners and other orders of government.
• Assists in the development, implementation and maintenance of standards and specifications for program and operational systems.
• Prepares Letters for diplomats based on standards with correct protocol and reflective of current developments and protocol
• Performs other related duties, as assigned.
  
  
  

Key Qualifications:

• Post-secondary education in a discipline pertinent to the job function, combined with relevant experience or equivalent combination of education and experience.
• Considerable experience with written communications; preferably in the area of community affairs, government relations, and/or public relations
• Excellent intrapersonal skills, with experience working with a diverse range of stakeholders including elected officials, senior officials, community representatives and members of the public.
• Understanding of the City’s commitments towards reconciliation with Understanding of City's commitments towards reconciliation with Indigenous communities and equity deserving groups (i.e. Black, racialized and 2SLGBTQ+ communities)
• Strong problem solving, multi-tasking & organizational skills with an ability to manage multiple priorities within tight time constraints.
• Experience in project co-ordination addressing a range of operational issues in a customer service environment.
• Experience in researching, developing/writing reports, and preparing correspondence for the consideration of senior management and external stakeholders.
• Experience managing a high volume of information and interactions in a dynamic operation.
• Strong attention to detail and thoroughness
• Experience with budget preparation and tracking for respective projects.
• Excellent verbal and written communication skills with the ability to communicate clearly and effectively to a variety of audiences.
• Demonstrated ability to work independently and cooperatively and use discretion when managing sensitive information.
• Demonstrated ability to organize and manage document systems and spreadsheets, including reviewing, compiling, analyzing, and reporting information.
• Proficiency in the use of current office and workplace technology and other computer applications relevant to the position, such as JIRA, Microsoft Excel, Word, PowerPoint, Outlook, SAP, Adobe, and web-based collaboration tools
• Knowledge of relevant corporate and external bylaws, policies, guidelines, and procedures, such as AODA, Human Rights Code, and Occupational Health and Safety Act.