Contribute to the City of Hamilton, one of Canada's largest cities - home to a diverse and strong economy, an active and inclusive community, a robust cultural and dining scene, hundreds of kilometers of hiking trails and natural beauty just minutes from the downtown core, and so much more. Join our diverse team of talented and ambitious staff who embody our values of sensational service, courageous change, steadfast integrity, collective ownership and being engaged empowered employees. Help us achieve our vision of being the best place to raise a child and age successfully. #BeTheReason
- Job ID #30971: Administrative Coordinator
- Union: Non-Union
- Job Description ID #: 7812
- Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on April 30, 2025.
- Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
SUMMARY OF DUTIES
Reporting to the Chief Information Officer. coordinates the provision of overall administrative services for the Department. Perform all duties related to the position of confidential Assistant to the Chief Information Officer, generally assuming responsibility for administration of the office and related functions.
GENERAL DUTIES
- Act as Administrative Coordinator and key liaison to the Chief Information Officer providing resource leadership, and assuming responsibility for Departmental administrative/office management. Works independently, with minimal or no supervision, on multiple priorities and ensures deadlines are adhered to and established procedures followed.
- Responsible to coordinate initiatives and project manage programs and proposals delegated by the Chief Information Officer, including advanced accountability to Senior Management and staff to comprehend and communicate initiatives and assignments through to successful completion.
- On behalf of the Chief Information Officer, directly liaises with elected officials, media, Senior Management Team, Department Management Team, internal and external contacts with respect to the Department's functions.
- Creates and responds to communications, initiate investigations, react to political, media and public inquiries, and liaise with external agencies. Gather detail for the preparation of reports on a variety of matters, both confidential and routine. Prepare replies on non-routine matters for the signature of the Chief Information Officer.
- Coordinates, reviews, researches, prepares and tracks Standing Committee and Council reports. Input and updating of the Standing Committee's Outstanding Business List. Distribute Council Follow-ups. Coordinate and track action items to ensure staff is attending to the directions of Council.
- Participates in and organizes regular Department Management Team meetings by coordinating agendas, recording and transcribing minutes, following up on action items, manage logistics and meeting delegations.
- Provides guidance, leadership and advice to technical, professional and management staff on the Department's portfolio or Corporate issues.
- Member of the City's Emergency Control Group responding to municipal emergencies and catastrophic events as direct support to the Chief Information Officer.
- Trains/mentors all Director level Administrative Assistant positions across the Department in Corporate administrative matters and changing policies.
- Coordinates calendar of appointments, arrange meetings, book facilities, organize the delivery of presentation equipment, prepare necessary documentation, provide for catering arrangements and inform participants of arrangements.
- Monitors monthly expenditures for the office of the Chief Information Officer by reviewing monthly financial reports (Available Funds Report/Budget Variance Report). Investigate discrepancies and initiate corrections as required.
- Ensures timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensure appropriate terms of purchase and leases are exercised.
- Coordinates and arranges all travel, conference and course arrangements, processes travel advances and follow up as appropriate.
- Maintains absence reporting records for the office.
- Develops and maintains confidential and information filing systems.
- Assists in the acquisition and coordination of administrative/office services relating to office space, office equipment, computer and telephone systems.
- Performs a wide variety of assigned work with a minimum of direction and supervision.
- Performs other duties without supervision which are directly related to the responsibilities of the position.
- Works in accordance with the provisions of applicable health and safety legislation and all City of Hamilton corporate and departmental policies and procedures related to occupational Health and Safety.
QUALIFICATIONS
- Previous business office experience related to duties listed above, normally acquired through the completion of an Office Administration Program or an equivalent combination of education and progressive work experience at a senior administrative level
- Must possess excellent interpersonal skills to readily relate to internal contacts, the public and outside agencies with a pleasant manner and demonstrate initiative and the ability to carry out instructions without detailed direction. Must have superior organizational skills and demonstrate accuracy, speed and detail in the preparation of written communications.
- Must be able to work independently on complex projects and coordinate activities with internal and external contacts to promote smooth and efficient communication and information flow.
- Demonstrated ability to coordinate, delegate and review work of staff and resolve work-related problems.
- Demonstrated experience in preparation of reports.
- Must be proficient in Business English, modern office practices and procedures.
- Must be familiar with Corporate policies and procedures.
- Must be proficient in the use of Microsoft Office Suite products to include Outlook, Word, PowerPoint and Excel. Experience and knowledge of Peoplesoft Financial and HR Systems.
- Must possess maturity, initiative, good judgement and the ability to mentor junior staff.
- Knowledge of general accounting principles with the ability to monitor financial resources and process related financial transactions.
- Experience in a related environment would be an asset.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
