Administrative Assistant Ii-macassa Lodge

**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 #: 20119

Administrative Assistant II-Macassa Lodge
Healthy & Safe Communities
Lodges
Macassa Lodge, 701 Upper Sherman Avenue, Hamilton, ON

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.

Job Description ID #: 67

**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.

The Health and Safe Communities Department is committed to its people and is dedicated to building a strong and healthy community. We are passionate about making a difference and are recognized for our excellence. We offer a respectful and supportive workplace that provides life-long learning opportunities, leadership, innovation and performance excellence.

**SUMMARY OF DUTIES**

Reporting directly to the Senior Administrator. Performs all duties related to the position of confidential Assistant to the Senior Administrator, generally assuming responsibility for administration of the office and related functions.

**GENERAL DUTIES**

Works independently, with mínimal or no supervision, on multiple priorities and ensures deadlines are adhered to and established procedures followed.

Responsible for keyboarding all confidential memoranda for the Senior Administrator.

Word process all letters, memos, reports and other correspondence required by the Senior Administrator.

Record and transcribe minutes of meetings as required by the Senior Administrator.

Support Accreditation activities including attending meetings as required, and other duties associated as required by the Senior Administrator.

Research, co-ordinate and prepare special reports, staff newsletter and public relations material.

Coordinate, review, research, prepare and track Emergency and Community Services Committee and Council reports. Inputs and updating of the Standing Committee’s Outstanding Business List. Distribute Council Follow-ups. Coordinates and tracks action items to ensure staff are attending to the directions of Council for Long Term Care and Seniors Strategy.

Compile data for statistical reports, Operating Budget, Capital Budget or other operational reports.

Liaise with the residents, family members and volunteers on behalf of the Senior Administrator.

Screen incoming calls or visitors to the Senior Administrator, taking messages and answering enquiries where possible.

Coordinate calendar of appointments, arrange meetings, book facilities, organizes the delivery of presentation equipment, prepare necessary documentation, provide for catering arrangements and informs participants of arrangements.

Maintain Senior Administrator's filing or other systems as required.

Liaise with various departments within the Lodges and across the City of Hamilton departments to ensure smooth operation.

Maintain an accurate filing system and electronic document logs.

Receive Administrator's mail and distribute accordingly.

Act as public relations liaison between the Lodge and the general public, City staff, members of Council and other health care agencies/organizations.

Perform a wide variety of assigned work with a minimum of direction and supervision.

Perform other duties as assigned which are directly related to the normal functions of this position with mínimal supervision and direction.

**QUALIFICATIONS**
- Graduate from an Office Administration Program or approved equivalent education and relevant work experience.
- Must have previously responsible experience at a senior secretarial level, with excellent stenographic skills and minute taking.
- Must have a high level of accuracy and speed in preparation of written communication.
- Experience in preparation of reports.
- Must be proficient in Business English, modern office practices and procedures.
- Experience in a computerized environment. Working knowledge of Microsoft Office XP (Word, Excel, Microsoft Outlook and PowerPoint), Kronos and P. Working knowledg