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Administrative Assistant Ii

1 month ago

Hamilton, Canada City of Hamilton Full time

**About the City of Hamilton**

**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 kilometres 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 POSTING**

JOB ID #: 21654

Administrative Assistant II - Public Works
Public Works
Transportation
100 King St W

NUMBER OF VACANCIES: 1 Full-Time Temporary

UNION/NON-UNION: Non Union Mgmt Professional

HOURS Of WORK: 35.00 per week
- GRADE: 2
- SALARY/HOUR: $33.183 - $41.479 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Full Time Temporary
- Note: this position is expected to be for up to 15 months due to a backfill (with opportunity to extend if required)

Job Description ID #: 5118

SUMMARY OF DUTIES

Reports to the Director. Provides confidential support on a broad range of administrative issues affecting the operations of the Division, Department and Corporation. Co-ordinates administrative activities and operational enquiries within and for the Division and follows-up on outstanding issues to ensure timely and satisfactory customer service and organizational compliance. Works independently on multiple activities and ensures deadlines are met and established procedures followed.

Assists in the acquisition of administrative services such as office space, supplies, office equipment and telephone services.

Provides leadership and guidance to support staff within the Department and participates in the recruitment process for junior staff as and when required.

GENERAL DUTIES

Provides confidential administrative support to the Director.

Assumes responsibility for all routine administrative details within the Office of the Director.

Assists the Director in business and administrative matters such as responding to inquiries, ensuring divisional responsiveness and processing confidential matters.

Receives incoming mail; reviews, evaluates, addresses and where applicable distributes correspondence requiring priority attention of staff.

Takes minutes of meetings as required.

Logs and processes Standing Committee reports. Liaises with the Offices of the City Manager, General Managers, Senior/Executive Directors and the Clerk to ensure report processing within defined guidelines.

Schedules appointments, arranges meetings, books facilities, organizes the delivery of presentation equipment, prepares necessary documentation, provides for catering arrangements and informs participants of arrangements.

Responds to inquiries and liaises with local officials and their support staff, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed in a timely and comprehensive fashion. Trends inquiries for continuous improvements to the Division.

Ensures timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensures appropriate terms of purchase and leases are exercised.

Monitors transaction listings, investigates discrepancies and processes journal vouchers.

Monitors requisitions and distribution of supplies and payment of accounts.

Maintains records for the Director on attendance and vacation.

Co-ordinates and arranges all travel, conference and course arrangements, and follows-up as appropriate.

Develops and maintains confidential and information filing systems.

Assists in the selection of office equipment; i.e. photocopy machine, fax machine.

Acts as the Director’s contact person ensuring distribution of information to staff.

Assists with interviewing, testing and hiring of the Administrative Secretaries and students on placement who will be backfilling for Administrative Secretaries.

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.

Performs other duties as assigned which are directly related to the responsibilities of the position.

QUALIFICATIONS

1. Office Administration Program diploma or an acceptable combination of education and progressively responsible experience.

2. Must have extensive experience at a senior administrative assistant level.

3. Must be able to work independently on complex projects and co-ordinate activities within the Division and other parts of the organization to promote smooth and efficient communications and flow of information in a timely responsive manner.

4. Must possess