Administrative Assistant Ii

4 weeks 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 #: 20427

Administrative Assistant II - Water and Wastewater Operations
Public Works
Hamilton Water
700 Woodward Avenue

NUMBER OF VACANCIES: 1 Full-Time Regular

UNION/NON-UNION: Non Union Mgmt Professional

HOURS Of WORK: 35.00 per week
- GRADE: 2
- SALARY/HOUR: $31.969 - $37.391 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Full-Time Regular

Job Description ID #: 5512

As a condition of employment you are required to provide proof that you are fully vaccinated or provide proof of valid exemption satisfactory to the employer prior to your start date. You must acknowledge and agree to comply with any future vaccine policy requirements as an ongoing condition of employment at the City of Hamilton.

**SUMMARY OF DUTIES**

Reporting to the Director of Water and Wastewater Operations provides confidential executive support on a broad range of administrative issues affecting the Division. Co-ordinates administrative activities within the Division and ensures follow up on outstanding issues. Works independently on multiple activities and ensures deadlines are adhered to and established procedures followed.

Provides administrative support for the Director of Woodward Upgrades and backup support for the Hamilton Water Director’s Administrative Assistant

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

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

**GENERAL DUTIES**

Provides confidential administrative support to the Divisional 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 enquiries and processing confidential matters.

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

Prepares, composes and proofreads correspondence and reports on a variety of matters, both confidential and routine. Drafts replies on non-routine matters for the consideration of the Director. Takes dictation and performs transcription as required.

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, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed.

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 Divisional Director's office on attendance and vacation for Divisional staff.

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

Develops and maintains confidential and information filing systems.

Supports the Director to processes DWQMS/WWQMS - BCOS INTELEX Approvals by the required due date.

Tracks and logs emergency and single/sole source procurement authorizations.

Assists with the preparation of Divisional Meeting(s)

Participates in the selection of office equipment, i.e. photocopy machine, computing equipment, projectors & display screens, virtual meeting technology, etc.

Acts as contact person for Director's office ensuring information is disseminated to staff as needed.

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 with mínimal supervision and direction.

**QUALIFICATIONS**

1. Graduate from an Office Administration Program or a combination of education and related office experience. Must have extensive administrative and organizational

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