Administrative Secretary

6 months 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 #: 21016

Administrative Secretary - Customer Service and Community Outreach
Public Works
Hamilton Water
330 Wentworth Street North

NUMBER OF VACANCIES: 1 Full-Time Temporary

UNION/NON-UNION: CUPE Local 5167 Inside

HOURS Of WORK: 35.00 per week
- GRADE: F
- SALARY/HOUR: $29.085 - $31.614 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Full-Time Temporary (for up to 12 months)

Job Description ID #: 2808

**SUMMARY OF DUTIES**

Reporting to the Manager of Customer Service and Community Outreach. Coordinates administrative & financial functions and provides secretarial support to the section. Provides confidential administrative support on a range of administrative issues affecting the operations of the section. Coordinates administrative activities within the section and follows up on outstanding issues as appropriate. Works with mínimal supervision on multiple activities and ensures all deadlines are adhered to.

**GENERAL DUTIES**

Prepare correspondence, agendas, minutes and reports of a general, confidential and technical nature.

Prepare and compose correspondence on routine matters and draft correspondence on confidential, technical and non-routine matters.

Review and edit correspondence and reports prepared by staff (for content, grammar, spelling, formatting compliance with Corporate standards and overall appearance).

Manage the section Manager’s calendar and all meeting requests.

Ensure that the section Manager has the necessary files, documentation and reports for all meetings.

Track sectional deadlines and ensure that they are met by working with the management team and other administrative staff.

Prepare and process cheque requisitions, purchase orders, and other financial and purchasing documents as well as providing support for others in the section for these processes.

Record and report staff absences, overtime and vacation. Maintain a vacation schedule and section personnel records. Co-ordinate the attendance management system.

Co-ordinate, schedule and arrange for meetings as requested or needed.

Input and retrieve data using various databases such as Hansen, GIMS, Kronos and PeopleSoft. Generate reports from these same systems.

Liaise with and respond to inquires from other Departments, Divisions, outside agencies/organizations and the public as required.

Create and maintain information libraries as required and ensure most recent information is always available.

Co-ordinate arrangements for staff training and attendance at workshops and conferences as requested.

Set up and maintain an office filing system, including confidential, personnel and training files, reference materials, reports, and general correspondence etc.

Maintain staff records such as confidential correspondence and disciplinary action.

Prepare press release information, fact sheets and communiqués.

Maintain employee training requirements and summaries, and meet with Supervisors regularly to ensure that the training requirements are current and records are up to date.

Take and transcribe minutes of various meetings.

Requisition and maintain an inventory of office supplies.

Track invoices and monitor outstanding balances.

Complete basic photocopier/fax responsibilities.

Support the general office functioning of the Customer Service and Community Outreach group.

Attends and represents the section at various committees as required.

Perform other duties as assigned which are directly related to the major responsibilities of the job.

Work 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**

1. Demonstrated office experience related to duties listed above normally acquired through a combination of secretarial/administrative courses and related work experience

2. Must be proficient in Business English and demonstrate excellent grammar and spelling skills.

3. Must possess excellent computer skills with above average knowledge of Microsoft Office (Microsoft Outlook, Word, Excel and PowerPoint). Visio is an asset.

4. Must be able to work with various database systems such as Hansen, Kronos, PeopleSoft, Microsoft Access.

5. Ability

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