Josephine Ogutu
Toronto,Canada
Summary
Experienced administrative professional with over three years experience prepared for this role with strong background in office management, scheduling, and communication. Skilled in handling multiple tasks efficiently, ensuring smooth operations, and supporting executive teams. Team collaboration and adaptability to changing needs drive consistent achievement of organizational goals. Known for reliability and fostering positive work environment.
Overview
11
11
years of professional experience
Work History
Records Technician
Toronto Transit Commission
06.2024 - Current
- Reporting to the Manager, Records, providing support for the provision of effective and efficient services updating records classification, coordinating and/or performing retention and disposal scheduling plans for various departments, under guidance and direction
- Classifying and coding of record classification, retention and disposal scheduling plans in accordance with organizational mandates
- Preparing and/or assisting with the preparation of correspondence developing Documents, inventories and maintaining indexes for classification systems
- Monitoring, tracking and updating of information/data/records, retrieval systems and extract records according to established guidelines in response to requests
- Processing of documentation, reports, data, with accuracy, and manage and maintain these documents, records, files, following established procedures and within established timelines
- Coordination and maintaining current & historical records management life-cycle procedures and schedules in accordance with department, section or group at TTC
- Communicating across TTC departments in order to maintain and update file description lists as the set standard in the department
Administrative Assistant
Agriculture & Food Authority
10.2013 - 01.2023
- Provided high-level administrative and clerical support to senior management, handling sensitive board and staff matters with discretion
- Researched, wrote, and prepared background materials, presentations, and briefing notes for meetings, reports, and inquiries
- Facilitated clear communication between management, staff, government officials, and external agencies, ensuring timely and accurate information flow
- Prepared confidential correspondences, documents, and reports, including Board and Committee reports, charts, and graphs, while maintaining accuracy and consistency
- Oversee the office's records management system, tracking documents with a bring-forward and follow-up system to ensure timely actions and resolutions
- Assisted in managing contracts by tracking purchase orders, verifying invoices, and keeping accurate project records
- Created and maintained databases for storing and retrieving off-site documents using the Corporate Records Management system
- Supported the development and implementation of training programs for staff on document production and record management standards
- Provided comprehensive administrative support, including managing calendars, scheduling appointments, organizing meetings, and handling correspondences
- Prepared meeting agendas, recorded formal minutes, and ensured accurate documentation and distribution of those minutes
- Maintained office records, ensuring effective filing and retrieval of documents in line with organizational policies
- Responded to inquiries and redirected communications as necessary to promote an efficient workflow
Education
Bachelor of Arts - Business Management
University of Sunderland
UK03-2012
Skills
- Verbal and written communication
- Computer proficiency
- Information Compilation
- Administrative Support
- Clerical Support
- Records Management
- Procedure implementation
- Information retrieval
- Teamwork and collaboration
- Problem-solving
- Confidentiality protocols
- Customer and client relations
Languages
English
Full Professional
Swahili
Full Professional
Timeline
Records Technician
Toronto Transit Commission
06.2024 - Current
Administrative Assistant
Agriculture & Food Authority
10.2013 - 01.2023
Bachelor of Arts - Business Management
University of Sunderland
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