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3 weeks ago
**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 #: 18942
Administrative Coordinator - Healthy & Safe Communities
Healthy & Safe Communities
28 JAMES ST. N., 5th FLOOR
NUMBER OF VACANCIES: 1 Full-Time Regular, Permanent
UNION/NON-UNION: Non Union Mgmt Professional
HOURS Of WORK: 35.00 per week
GRADE: 4
SALARY/HOUR: $39.380 - $46.059 per hour
- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.
STATUS/LENGTH: 1 Full-Time Regular, Permanent
Job Description ID #: 40
**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 General Manager, Healthy and Safe Communities Department coordinates the provision of overall administrative services for the Department. Performs all duties related to the position of confidential Assistant to General Manager, generally assuming responsibility for administration of the office and related functions.
**GENERAL DUTIES**
Act as Administrative Coordinator and key liaison to the General Manager providing resource leadership, and assuming responsibility for Departmental administrative/office management. Works independently, with mínimal or no supervision, on multiple priorities and ensures deadlines are adhered to and established procedures followed.
Responsible to coordinate initiatives and project manage programs and proposals delegated by the General Manager, including advanced accountability to Senior Management and staff to comprehend and communicate initiatives and assignments through to successful completion.
On behalf of the General Manager, directly liaises with elected officials, media, Senior Leadership Team, Department Leadership Team, internal and external contacts with respect to the Department’s functions.
Create and respond to communications, initiates investigations, reacts to political, media and public inquiries, and liaises with external agencies. Gather detail for the preparation of reports on a variety of matters, both confidential and routine. Prepares replies on non-routine matters for the signature of the General Manager.
Coordinate, review, research, prepare and track Standing 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.
Participate in and organizes regular Department Leadership Team meetings by coordinating agendas, recording and transcribing minutes, following up on action items, manage logistics and meeting delegations.
Provide guidance, leadership and advice to technical, professional and management staff on the Department’s portfolio or Corporate issues.
Member of the City’s Emergency Control Group responding to municipal emergencies and catastrophic events as direct support to the General Manager.
Train/mentor all Director level Administrative Assistant positions across all the Department in Corporate administrative matters and changing policies.
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.
Monitor monthly expenditures for the office of the General Manager by reviewing monthly financial reports (Available Funds Report/Budget Variance Report). Investigate discrepancies and initiates corrections as required.
Ensure timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensure appropriate terms of purchase and leases are exercised.
Coordinate and arrange all travel, conference and course arrangements, process travel advances and follows up as appropriate.
Maintains absence reporting records for the General Manager’s Office. Develops and maintains confidential and information filing systems.
Assist in the acquisition and coordination of administrative/office services relating to office space, offi
