Administrative Assistant Ii

5 days 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 #: 19787

Administrative Assistant II - Legal & Risk Management Servcies
Corporate Services
Legal & Risk Management Servcies
50 Main St., E.

NUMBER OF VACANCIES: 1

UNION/NON-UNION: Non Union Management Professional

HOURS Of WORK: 35.00 per week
- GRADE: 2
- SALARY/HOUR: $30.728 - $35.940 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Full-Time Regular

Job Description ID #: A11888

**Vaccine Verification - **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

Reports directly to the City Solicitor and is responsible for providing comprehensive confidential executive support on a broad range of administrative issues affecting the Legal & Risk Management Services Division. Co-ordinates administrative activities within the Division providing superior customer service and ensures steadfast follow-up on outstanding issues. Works independently on multiple activities and ensures deadlines are met and that established procedures followed.

Maintains confidentiality.

GENERAL DUTIES

Provides confidential administrative support to the City Solicitor. Assumes responsibility for all routine administrative details within the Office of the City Solicitor.

Assists the City Solicitor in business and administrative matters such as responding to inquiries and processing confidential matters.

Maintains a “tickler system” to ensure that matters are recorded and brought forward for appropriate deadlines and to ensure that strict limitation periods are met. Ensures deadlines are adhered to and established procedures are followed.

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

Logs and processes Standing Committee reports. Liaises with the Offices of the City Manager, General Managers, Directors, City Clerk, Legal Services staff lawyers, law clerks and other staff members to ensure report processing within defined guidelines.

Maintains City Solicitor’s calendar and prepares documents for meetings. Arranges Council and Committee agendas and reports to ensure the City Solicitor is prepared to provide advise during these meetings, which includes ensuring that links are provided to access agendas and reports.

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 other departments, government agencies, outside organizations, legal professionals, consultants, Council members and the public.

Processes expenses incurred by City Solicitor for submission to the GM (General Manager) for approval.

Maintains records for the City Solicitor on attendance and vacation. Submits vacation requests to the GM’s Office for approval and records the information on the Corporate Services Absence Calendar.

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

Develops and maintains confidential and information filing systems.

Coordinates with IT on behalf of the City Solicitor to resolve technical issues.

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

Provides administrative support to the Corporate Services Administrative Coordinator and participates in Corporate Services Departmental Leadership Team meetings, on a rotational basis and assists with coverage of GM support for Administrative Coordinator vacation/absences.

Assists other administrative support staff with overflow work. Coordinates administrative support for the City Solicitor to cover vacations/absences.

Assists with interviewing, testing and hiring of administrative staff and students on placement.

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

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