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 #31105: Administrative Assistant II - Councillor's Office
Union: Non-Union
Job Description ID #: 2553
Duration: Temporary Full-time up to 18 months.
Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on May 21, 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 City Councillor is responsible for providing a comprehensive range of confidential secretarial services and administrative support to the Councillor of City Council. Work independently on multiple activities and ensure deadlines are met and established procedures are followed.
General Duties:
Act as confidential secretary and communication link for the Councillor by screening and directing telephone calls, responding to inquiries or referring same to the appropriate individual.
Assume responsibility for all routine administrative details within the Councillor's Office.
Assist the Councillor in business and administrative matters such as responding to inquiries and processing confidential matters.
Prepare, compose and proofread correspondence, reports and press releases on a variety of subjects, both confidential and routine matters.
Schedule appointments, arrange meetings, book facilities, and inform participants of arrangements.
Liaise with local officials, government agencies, outside organizations and the constituents and follow-up as needed.
Respond to complaints from constituents by referring to appropriate Department.
Ensure timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers and availability of funds.
Monitor transaction listings, investigate discrepancies and process journal vouchers.
Co-ordinate and arrange all travel and conference arrangements, and follow-up as appropriate.
Maintain on an ongoing basis a detailed follow-up system for correspondence, calls, invitations and inquiries.
Open all incoming mail. Redirect mail as required. Research information from various sources to facilitate the preparation of responses for the Councillor by compiling information and drafting letters for the Councillor's review.
Work independently on multiple activities and ensure deadlines are met and established procedures followed.
Develop and maintain confidential and information filing systems.
Perform other duties as assigned which are directly related to the normal functions of this position with minimal supervision and direction.
Qualifications:
Previous experience related to duties listed above normally acquired through the completion of an Office Administration Program or an equivalent combination of education and related work experience.
Progressive experience at a senior secretarial level, with excellent stenographic skills, including shorthand and electronic transcription.
Must be cognizant and respectful of confidentiality.
Must have a high level of accuracy and speed in preparation of written communication.
Experience in preparation of reports.
Must be proficient in Business English, modern office practices and procedures.
Experience in a computerized environment. Working knowledge of Word, Excel, Microsoft Outlook, PowerPoint, and PeopleSoft.
Must relate readily to the public and outside agencies, have a pleasant manner, have initiative and the ability to carry out instructions without detailed direction.
Must possess maturity, initiative, good judgement.
Must be able to work independently on complex projects and co-ordinate activities with other parts of the organization to promote smooth and efficient communications and information flow.
Knowledge of general accounting principles, including ability to monitor accounts, maintain routine financial records, calculate, prepare and process invoices and accounts payable would be an asset.
General understanding and knowledge of the operations of the City of Hamilton.
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.
