Administrative Services Supervisor - City of Toronto, Toronto

Position Summary

Are you an enthusiastic, well-organized people manager with a strategic focus and payroll experience? The City of Toronto, specifically Toronto Paramedic Services, is seeking an Administrative Services Supervisor to ensure timely and accurate pay for its dedicated staff and maintain the continuity of key administrative functions across the division. This is an excellent opportunity for those looking for City of Toronto jobs in Toronto.

Reporting to the Deputy Commander, Scheduling, Payroll and Administrative Services, you will supervise and coordinate all administrative, clerical, payroll, and time & attendance reporting activities. A crucial part of this role involves building strong relationships with partners in the Pension Payroll and Employee Benefits (PPEB) and People and Equity (P&E) divisions to ensure alignment with corporate policies and to resolve specific inquiries. Your strategic lens will be vital in developing ways to assist Senior Leadership in decision-making and addressing the long-term continuity of the unit, supporting Paramedic Services staff who operate 24/7. This role is central to administration jobs Toronto offers within a vital public service.

Key Duties

• Implement detailed plans and recommend policies and procedures regarding program-specific requirements.
• Supervise and coordinate a wide range of services within Paramedic Services, including payroll time and attendance, records management, courier and mail services, and general office administration.
• Supervise, motivate, train, recognize, and celebrate the successes of assigned staff, ensuring effective teamwork, high standards of work quality and organizational performance, continuous learning, and the encouragement of innovation.
• Oversee the day-to-day operation of all assigned staff, including scheduling, assigning, and reviewing work. Authorize and coordinate vacation and overtime requests. Monitor and evaluate staff performance, approve salary increments, hear grievances, and recommend disciplinary action when necessary.
• Coordinate recruitment and initiate disciplinary action as necessary, participating in the grievance process to ensure equitable outcomes.
• Support the recruitment and promotional process for the Division, ensuring processes are fair and adhere to corporate policies, procedures, Human Rights Legislation, and Collective Agreement provisions.
• Develop innovative and appropriate training programs for the unit's staff in areas of administration and payroll-related practices, programs, and procedures, with a special focus on onboarding new staff.
• Work closely with the Pension Payroll and Employee Benefits (PPEB) division to identify and resolve payroll-specific issues and to mitigate these in the future whenever possible.
• Provide and interpret standard reports to management staff and, based on the assessment of program needs and initiatives, suggest enhancements to these reports or the creation of new reports and dashboards to assist with decision-making.
• Ensure legislative requirements and corporate policy changes are incorporated and compliant with staff training, staffing plans, and programs.
• Develop payroll and administrative policies and procedures for the division and implement interim procedures of divisional administrative policies.
• Ensure accurate payroll administration and time entry into the payroll system and the consistent management of payroll source documents, forms, files, records management, rosters, reports, and audit activities to meet required Corporate and internal deadlines. Provide input, recommend, and monitor payroll codes and applications to ensure they are controlled and maintained.
• Monitor and report on the analysis of Paramedic pay variances arising from their six-week cycle. Liaise with employees, Management, PPEB, and the Union to resolve overpayment/underpayment issues.
• Monitor and provide oversight of organizational and position changes.
• Evaluate, adjust, and introduce innovative strategies to new and emerging issues, administrative processes, staffing requirements, and priorities to meet corporate initiatives and the client's operational goals, objectives, and business needs.
• Liaise with Finance, People & Equity, other divisions, and various levels of staff to resolve administrative and payroll-related issues, clarify roles, and build partnerships, achieving mutual support and service improvements. Ensure that staff follow corporate guidelines, collective agreements, and payroll procedures.
• Provide input into and administer assigned budget, ensuring that expenditures are controlled and maintained within approved budget limitations.
• Work collaboratively and in conjunction with the Corporate Employee Relations team when providing advice on collective agreements and in administering Collective Agreement matters. Provide guidance and advice regarding Corporate and Divisional policies and procedures and legislative regulations to all levels of staff and ensure consistent and timely implementation and adherence throughout the division.
• Participate in various corporate and divisional committees to identify, develop, and implement various reports, management information systems, policies, processes, and procedures for the improvement and coordination of corporate and divisional standards regarding SAP, Workforce Central, and TeleStaff systems.
• Maintain a continuous awareness of staffing levels. Analyze and project staffing requirements, and monitor resources to meet the Division's needs.
• Report, coordinate, present, and negotiate the recovery of overpayments as per the terms and conditions set out in the Local 79 and Local 416 Collective Agreements and corporate policies.
• Coordinate the preparation and processing of the Division's payroll notification forms, employee separation forms, alternate rate forms, and employee payouts relating to internal promotions, transfers, terminations, and retirements, etc.

Requirements

To be successful in this role, candidates for this City of Toronto career opportunity must demonstrate the following key qualifications:

• Post-secondary education in a discipline pertinent to the role (e.g., Business administration) OR a combination of education and relevant experience.
• Considerable experience managing staff, providing team leadership, and work direction in a corporate and/or unionized environment.
• Considerable experience and understanding using automated payroll/time and attendance systems (e.g., SAP/UKG).
• Experience successfully leading multiple project and change initiatives, from inception to implementation, in a detailed and time-sensitive environment.
• Must possess a valid Ontario Class “G” Driver’s License and have the ability to obtain and maintain a City Permit.
• Excellent interpersonal skills with the ability to establish and maintain effective working relationships with the public and staff.
• Excellent organizational skills with the ability to effectively establish timelines and handle a varied workload.
• Ability to exercise independent judgement and discretion in dealing with confidential matters.
• Familiarity with and the ability to appropriately apply applicable government legislation and statutes such as the Municipal Freedom of Information and Protection of Privacy Act, Accessibility for Ontarians with Disabilities Act, Employment Standards Act, and labour and human rights.
• Ability to support the Toronto Public Service values and to ensure a culture that champions equity, diversity, inclusion, and respectful workplaces.

Why You'll Love It Here

The City of Toronto is committed to fostering an inclusive and equitable workplace. As an equal opportunity employer, we are dedicated to creating a culture that reflects the diverse residents we serve. This commitment extends to all City of Toronto careers, ensuring a welcoming environment for everyone.

We are also 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 your needs known when contacted, and we will work with you to meet them. Disability-related accommodation during the application process is available upon request.