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 #31509: Administrative Secretary - Environmental Services
Union: CUPE Local 5167
Job Description ID #: 2801
Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on Wednesday November 5, 2025
Duration: up to 24 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 of Business Programs, performs administrative, clerical and customer service duties associated and in support of the Environmental Services Division. Support may include the following sections: Parks, Cemeteries, Forestry and Horticulture, Landscape Architectural Services, and Business Programs.
GENERAL DUTIES
Composes word processes using MS Word and MS Excel and proofreads correspondence, spreadsheets, agendas, minutes and reports of a general, confidential and technical nature ensuring corporate formatting standards are followed by divisional staff; prepares MS PowerPoint presentations.
Receives, tracks in a software system (e.g. D365) where applicable and answers inquiries from councillors, staff, other departments, public and outside agencies and tracks inquiries to resolution and or provides interim status updates as required and reports on final disposition of inquiry; performs reception duties; takes and relays messages as required.
Coordinates, schedules and arranges for meetings using MS Outlook for staff and virtual meeting platforms, public consultation, union and labour/management meetings; maintains manager calendars as needed. Books facilities, and bookable assets, organizes the delivery of presentation equipment, prepares necessary documentation, takes meeting notes and provides for refreshments when required.
Maintains an office filing system, including confidential files, reference materials, reports, and general correspondence. Maintains confidential staff records such as correspondence, training summaries, and transfer requests.
Coordinates arrangements for staff training and attendance at courses, workshops and conferences as required; records and reports staff absences, overtime and vacation; maintains a vacation schedule.
Develops notices, information packages, spreadsheets and charts for staff, other departments, elected officials, the public and outside agencies.
Coordinates general office functioning tasks including, requisitioning and maintaining an inventory of office supplies; assisting with office equipment malfunctions, sorting and distributing incoming mail, processing outgoing mail, courier deliveries and receipts, posting information on bulletin boards
Tracks invoices and monitors outstanding balances; prepares and processes cheque requisitions and purchase orders; assist with tax receipt issuing, checks and verifies monthly expenditures, relating to the commemorative bench program, Hamilton in Bloom Sponsorship program, fence cost shares, and other programs as required. Monitor divisional email inboxes (e.g. Commemorative Program) and correspond, collect order forms and enter into tracking document(s).
Works with other divisional administrative secretary II to ensure telephone and area coverage is maintained during absences such as vacation, lunch hours, meeting attendance, breaks, etc; Assists and supports Administrative Assistant II on multiple activities in ensuring divisional deadlines are adhered to and established procedures are followed.
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.
Coordinates comments and responses to studies/initiatives for the Environmental Services Division.
Performs other duties as assigned which are directly related to the major responsibilities of the job.
QUALIFICATIONS
Demonstrated experience in the Administrative field, normally acquired through a combination of education and relevant work experience.
Must possess excellent computer skills with above average knowledge of Windows Office XP software (Word, Outlook, and Excel) and working knowledge of PowerPoint and Access. Knowledge of Hansen, Web Centre and PeopleSoft considered an asset; Keyboarding at 50 words per minute with accuracy.
Must possess excellent grammar and business writing skills.
Must be able to communicate effectively, both verbally and in written form with all levels of staff and the general public. Previous experience dealing with and relating to elected officials, peers, superiors and the general public with tact and professionalism.
Must possess excellent interpersonal skills including customer service, teamwork, comfortability in a fast-paced environment and a desire to learn.
Must possess initiative, be accountable for your work and be able to work independently.
Must possess time management and problem-solving skills and have the ability to meet multiple deadlines.
SALARY: Salary Grade F
HOURS: 35 per week
NOTE: Must be able to work fluctuating hours between 7:00 a.m. and 4:30 p.m. to support operating sections as required to support staff meetings, health and safety meetings, training, etc.
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.
