Admin Assistant Ii

**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 #: 20266

Admin Asst II
Planning & Economic Development
Tourism & Culture
28 James St. North

NUMBER OF VACANCIES: 1 Full-Time Temporary

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: Up to 7 months

Job Description ID #: 6276

**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, Culture & Tourism, provide confidential administrative support on a range of administrative issues affecting the operations of the Division. Coordinates administrative activities within the Division 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.

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

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

**GENERAL DUTIES**

Provides confidential administrative support to the Divisional Director.

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

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

Prepares, composes and proofreads 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 review 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, distribution of supplies and payments of accounts.

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

Coordinates 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.

Participates in interviewing, testing and hiring junior staff and students on placements.

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.

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

**QUALIFICATIONS**
- Previous experience related to duties listed above normally acquired through the completion of an Office Administration Program or approved equivalent education and relevant work experience.
- Progressive experience at a senior secretarial level, with excellent stenographic skills, including shorthand and electronic transcription.
- 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