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 #31120 ADGS Receptionist/Secretary
Union: CUPE 5167
Job Description ID #: 21
Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on June 4, 2025.
Duration: This vacancy is for a period of up to 18 months.
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 Manager, Alcohol, Drug & Gambling Services perform reception duties and provide support services to members of the Alcohol, Drug and Gambling Services and the Mental Health Street Outreach Program staff and individuals accessing services.
GENERAL DUTIES
Provide support services to Social Workers by receiving intake forms and verifying client information and entering into data system.
Ensure client information system database is encrypted after each use to maintain confidentiality.
Receive telephone calls, transfer or take messages as appropriate.
Receive visitors and clients, record attendance and direct as appropriate.
Maintain Appointment Scheduler.
Type and word process correspondence, reports and resource room information.
Sort and distribute incoming mail, prepare mailings, process outgoing mail.
Complete client files, maintain files pending confirmation and closure.
Compile waiting list information weekly.
Operate equipment such as photocopier and fax machine.
Photocopy as required.
Maintain waiting room by stacking magazines and brochures.
Recommend office procedures improvements.
Monitor and report on office supplies, including office forms and testing materials for distribution.
Order, track and return books and journals from various libraries.
Order supplies for the programs.
Assist with needle exchange by providing supplies to individuals and tracking the supplies provided.
Call for equipment service as requested.
Type and photocopy committee agendas, minutes and presentation materials.
Monitor and issue bus tickets and taxi slips.
Compile weekly statistical information and notify DARTS Registry of waiting list information.
Receives and seats clients and visitors in the waiting room, records attendance and notifies Social Workers of arrival.
Perform other duties which are directly related to the duties of this position.
QUALIFICATIONS
Previous receptionist experience related to duties listed above normally acquired through a combination of education and related work experience.
Demonstrated ability to communicate with clients and the public by telephone and in person with tact and patience and redirect calls and enquiries as appropriate.
Highly developed customer service and interpersonal skills. Proven ability to deal with people in a difficult situation.
Experience in a computerized environment. Working knowledge of Microsoft Office (Microsoft Outlook, Word and Excel). Must possess a level of proficiency in keyboarding skills necessary to quickly and accurately create documents and input data into client database.
Demonstrated ability to maintain an efficient filing system in order to access information quickly and efficiently.
Must be competent in interacting with clients in a helpful and knowledgeable manner.
NOTE: The successful candidate will be required to provide immunization records, which may include TB testing prior to the start of employment to meet the requirements of the Staff Immunization and Surveillance Policy and Procedure.
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.
