Assistant Manager, Clerical Services (10700)

Career Opportunity

As the Assistant Manager, Clerical Services you will be ensuring the administration of the District’s divisional offices is carried out efficiently and in accordance with TTC policies, procedures, departmental objectives and the collective agreement. You will be responsible for overseeing and continually making recommendations on the maintenance and improvement of existing administrative procedures and processes. Your responsibilities will also include managing all unionized Divisional clerks and ensuring that all employees are applied, trained and developed.

What You Will Do

In this role you will ensure the smooth operation of Transportation Divisional offices by overseeing the workforce and administrative functions. This involves tracking performance metrics, overseeing vacation sign-ups, and ensuring compliance with the Collective Bargaining Agreement (CBA). You will be managing unionized staff, resolving issues, and providing necessary support to operators, divisional management and clerical staff. This role also includes training and directing clerical staff, maintaining safety programs, and ensuring fair application of rules and regulations. Regular communication with union representatives and internal stakeholders is essential, along with setting goals, conducting performance appraisals, and implementing improvement plans.

You will optimize service delivery by analyzing and developing reports to ensure a balanced workforce. This consists organizing data, creating performance measurement tools, and making data accessible through dashboards and visuals. Regular reporting is expected to support decision-making and strategy development. This role also involves maintaining communication with stakeholders and presenting reports that highlight trends and provide strategic insights.

You will prepare and manage budgets to ensure fiscal responsibility. This includes handling the annual Divisional Clerk budget, assisting with the Operator/CSA’s budget, and budgeting for training needs. It also involves working with other departments to optimize workforce planning, payroll, uniform distribution, and transfer management. This role requires consulting with managers and union representatives to forecast future needs, compiling and analyzing operational statistics, creating and updating training programs, and efficiently managing uniform information and garments.

Liaising with Information Technology Services Department to identify and implement modern technology (i.e. D.O.S.S, Clerical Module, SAP etc.) required for the oversight of the Transportation Departments will be a key responsibility in this position.

You will also be expected to promote a respectful work and service environment that supports diversity, inclusion, and is free from harassment and discrimination. Helps to build an inclusive and accessible work and service environment for all employees and customers. Ensures the needs of employees and customers are accommodated in accordance with TTC’s commitments and obligations under the Ontario Human Rights Code (OHRC) and Related Orders, the Accessibility for Ontarians with Disabilities Act (AODA), and TTC’s policies. Participation in the TTC’s Customer Service Ambassador Program is expected.

What Skills Do You Bring?

What Qualifications Do You Bring?

• A University Degree or College Diploma in a related discipline such as business administration, or courses in other related disciplines (i.e. computerized information systems, accounting, statistics and communications etc.) combined with several years of directly related work experience in management and business administration.
• Work experience in a Transportation Division Office and with a unionized workforce is considered an asset.
• Strong knowledge of business practices and procedures related to the Transportation Departments
• Proficiency in the use of a personal computer and related applications including but not limited to; Midas BD, mainframe, Microsoft suite (Excel, Word, PowerPoint, Outlook, SAP, LMS, Teams, Sharepoint, OneDrive, google sheets, Microsoft 365, etc.)
• Sound judgement; well developed analytical, investigative and problem-solving skills to identify and resolve operational issues (i.e. Operator/CSA’s and Clerical scheduling) related to managing a team
• Must have experience with large volumes of data
• Must have sound knowledge of statistical techniques
• Experience leveraging data to develop operationally sound action plans
• Effectively communicate in verbal and written formats
• Strong supervisory and interpersonal skills to promote a harmonious working environment for a large unionized workforce and to effectively manage, motivate, counsel, coach, discipline, commend and assess performance of subordinate employees
• Ability to multi-task and make sound business decisions in a timely manner to efficiently manage diverse situations
• Ability to develop, recommend and implement operational and administrative standards, policies and procedures related to the operation and functionality of a Transportation Divisional Office
• A valid non-probationary Class “G” Ontario Driver’s Licence
• Must have or quickly acquire knowledge of applicable CBA and other regulations governing Transportation provisions, TTC Corporate policies and procedures, Transportation & Vehicles Group (Subway, Streetcar, LRT and Bus Transportation Departments) and CSA policies, procedures and programs applicable to the work performed
• Must have or rapidly acquire a comprehensive knowledge of the Ontario Human Rights Code and Related Orders including disability accommodation and accessibility requirements pertaining to passengers and employees.

What We Offer

• Commitment to creating a diverse, equitable and inclusive culture that promotes a sense of belonging and represents and reflects the needs of the communities we serve.
• One of the great benefits of being a full-time TTC employee is becoming a member of TTC defined pension plan.
• A comprehensive package that covers health, dental, vision and more.
• Support for professional development opportunities for all colleagues through a broad range of learning programs that include in-person and online training, leadership development, and support for colleagues’ well-being.