Admin Asst Ii Hsc

**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 #: 20342

Admin Asst II HSC
Healthy & Safe Communities
Healthy & Safe Communities Admin

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: Temporary, 24 Months

Job Description ID #: A13994

**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**

**GENERAL DUTIES**

Engages in a range of activities in the Department to support and enhance a professional and responsive General Manager and Director’s office that promotes excellent and timely customer service.

Provides confidential administrative support to the Department.

Assumes responsibility for routine administrative details as directed through the Healthy and Safe Communities Administrative Coordinator

Schedules appointments and arranges meetings including the booking of facilities, catering arrangements, and invitations.

Prepares information for the General Manager and Director for attending meetings and related background information.

Coordinates and maintains General Manager and Director’s calendars, eliminate conflicts and reschedule as required.

Responds to inquiries and liaises with the offices of local officials, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed related to calendar requests.

May be required to ensure timely processing of cheque requisitions, expense claims and review of same for accuracy and compliance with City policies and procedures and audit requirements.

May be required to maintain records for the Director's office on attendance and absences for management team.

Coordinates and arranges travel for conference and course arrangements, and follow-up as appropriate. Ensure timely submission of all Travel Expense forms to accounts payable.

Maintains Departmental and Housing Division boardroom bookings and correct conflicts as needed.

Participates in special assignments and other administrative tasks in support of and as determined by the Administrative Coordinator or General Manager.

Ensures timely preparation and submission of divisional HR change forms as required.

Knowledge of City of Hamilton Purchasing bylaw and works in accordance of it.

Provides coverage and support to other Administrative Assistants including Administrative Coordinator within the Department.

Shares successes and best practices to advance the Division and Department in meeting its goals and delivering services aligned with the strategic objectives.

Responds to emergencies as determined by the City’s Emergency Operation Group.

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**

1. Experience related to duties listed above normally acquired through the completion of an Office Administration Program or approved equivalent education and related work experience.

2. Demonstrated progressive experience at a senior administrative assistant level.

3. Must be able to work independently on complex projects and coordinate activities with other parts of the organization to promote smooth and efficient communications and information flow.

4. Demonstrated experience in a high paced office environment with an emphasis on customer service.

5. Demonstrated ability to provide excellent and timely customer service in accordance with the City of Hamilton’s strategic plan.

6. Demonstrated ability to establish and maintain effective working relationships with those served through the Division as well as co-workers, community agencies and the general public.

7. Ability to work in an automated environment, with exceptional kn