Administrative Assistant Ii-healthy Families

**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 #: 20121

Administrative Assistant II-Healthy Families
Healthy & Safe Communities
Medical Officer of Health
100 Main St. W.

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: Full-Time Regular

Job Description ID #: 4016

**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 Divisional Director, provide confidential administrative support on a range of administrative issues affecting the operations of the Division. Work with a minimum of supervision on multiple activities and ensure deadlines are adhered to and established procedures followed.

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

Provide guidance to support staff within the Division and participate in the recruitment process for junior staff as and when required.

GENERAL DUTIES

Provide confidential administrative support to the Divisional Director.

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

Participates as an active member of the Public Health Administrative Support Team to coordinate, ensure consistency in, identify and recommend solutions to issues related to administrative matters across Public Health Services and Healthy and Safe Communities Department.

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

Prepare, compose and proof-read correspondence and reports on a variety of matters, both confidential and routine. Draft replies on routine and non-routine matters for the consideration of their supervisor. Takes minutes for meetings as requested.

Schedule appointments and manage the calendar of the Director.

Participate in and organize regular Division Management Team and other meetings by coordinating agendas, recording and transcribing minutes, following up on action items, managing logistics and meeting delegations.

Coordinates vacation, assignment, coverage and on-call schedules, connecting with staff across the department as required.

Answers and triages inquiries, including phone calls and written communications. Respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, internal staff and the public and follow-up as needed.

Ensure timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensure procurement policies are followed.

Review purchases made to ensure accuracy in transaction listings. Under the supervision of the Director, investigate discrepancies and submit journal vouchers.

Participate in the City, Hamilton Health Sector and/or Public Health Emergency Control Group responding to municipal emergencies and catastrophic events as administrative support to the Control Group as assigned.

Maintain records for the Divisional Director's office on attendance and vacation for Division Director staff.

Co-ordinate and arrange all travel, conference and course arrangements for Directors and Managers as required.

Assist Divisional staff in processing of Board of Health reports, providing information on Board of Health templates, and feedback on consistency of use to the Director. Finalize formatting and coordinate final submission with the Administrative Coordinator.

Develop and maintain confidential and information filing systems and appropriately manages records according to corporate policy.

Provide back up to other Administrative Assistant II’s within Public Health Services.

Provide back up to Administrative Coordinator within Public Health Services.

Perform other duties as assigned with mínimal supervision and direction.

Coordinate dissemination of information to staff