Administrative Assistant Ii

3 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 #: 20334

Administrative Assistant II - Development Planning/Heritage & Urban Design
Planning & Economic Development
Planning
Hamilton City Hall

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: $30.728 - $35.940 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Permanent

Job Description ID #: 2534

**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**

Reporting to the Director of Development Planning and providing support for the Director of Development Planning and the Director of Heritage and Urban Design. Provides confidential administrative support on a range of administrative issues affecting the operations of the Sections. Co-ordinates administrative activities within the Sections and follows-up on outstanding issues as appropriate. Works with a minimum of supervision on multiple activities and ensures deadlines are adhered to and established procedures followed.

Co-ordinates the review and processing of staff reports on planning matters for presentation to Planning Committee, Municipal Heritage Committee and General Issues Committee. Proof reads and edits reports for format, grammar and spelling prior to review by the Director of Development Planning and the Director of Heritage and Urban Design. Monitors and tracks reports to ensure that internal report deadlines are complied with.

Provides guidance to support staff within the Sections.

**GENERAL DUTIES**

Provides confidential administrative support.

Assumes responsibility for all routine administrative details within the office.

Assists in business and administrative matters such as responding to enquiries and processing confidential matters.

Prepares, composes and proof reads 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 follows-up as needed.

Ensures timely processing of cheque requisitions, expense claims and reviews 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's office on attendance and vacation for Sectional staff.

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

Develops and maintains confidential and information filing systems.

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

Acts as contact person for Director's office ensuring information is disseminated to staff as needed and ensure timely responses to urgent requests for information from Members of Council.

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.

Provides back-up to Administrative Co-ordinator to the General Manager of Planning & Economic Development during absences and as required.

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

**QUALIFICATIONS**
- Graduate from an Office Administration Program or approved equivalent education and experience.
- Must have significant experience at a senior secretarial lev

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