Job Id #30210: Administrative Secretary

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 kilometers 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 ID #30210**:Administrative Secretary - Environmental Services**:

- **Union**: CUPE Local 5167
- **Job Description ID #**:2729
- **Duration: 15** Months,
This vacancy is for a period of 15 months due to a parental leave.

**SUMMARY OF DUTIES**

Report to the Manager, Business Programs, co-ordinate the administrative functions of the Sections within Environmental Services. Provide secretarial support to the Managers within the Division.

**GENERAL DUTIES**

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

Prepares and composes correspondence on routine matters and drafts correspondence on confidential, technical and non-routine matters.

Reviews and edits correspondence and reports prepared by staff (for content, grammar and spelling, compliance with Corporate standards and overall appearance.

Prepares and processes cheques requisitions and purchase orders using PeopleSoft. Checks and verifies monthly expenditures with the monthly transaction listing from the Finance Department.

Records and reports staff absences, overtime and vacation. Maintains a vacation schedule and Divisional personnel records. Co-ordinates the attendance management system. Schedules staff training.

Co-ordinates, schedules and arranges for meetings.

Takes, transcribes and distributes minutes of grievance meetings, Health & Safety Committee meetings and Labour Management Committee meetings.

Inputs and retrieves data. Generates reports from a computer based information system. Receives and answers inquiries from staff, other Departments, the public and elected officials.

Liaises with other Departments, Divisions, outside agencies/organizations and the public as required. Composes correspondence.

Co-ordinates arrangements for staff training and attendance at workshops and conferences as requested. Maintains an office filing system for correspondence, reports and documents.

Sorts and distributes incoming mail; processes outgoing mail. Orders and maintains office supplies.

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

**QUALIFICATIONS**
- Demonstrated experience in administrative secretary field, normally acquired through a combination of education and relevant work experience.
- Some degree of specialization in word processing skills and the ability to take dictation using shorthand skills.
- Must have previous experience in taking and transcribing minutes of meetings.
- Must possess excellent grammar and spelling skills.
- Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism.
- Must possess excellent computer skills with a minimum intermediate level of proficiency with Word and Excel including above knowledge and expertise with Outlook and PowerPoint software.

**SALARY**:Salary Grade F **per hour**

**HOURS**:35 per week

**THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.**

**Disclaimer**:
**Terms**:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.