Job Id #30189: 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 #30189: Administrative Secretary - Geomatics and Corridor Management**:

- **Union**: CUPE Local 5167
- **Job Description ID #: A10289**:
**Summary of Duties**

Reports to the Manager of Geomatics & Corridor Management. Co-ordinates administrative and financial functions and provides secretarial support to the section.

**Responsibilities**

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

Formats and proofreads incoming/outgoing correspondence, operational manuals, procedural guides, agreements, and reports prepared by staff (for content, grammar and spelling, formatting, compliance with City standards, and overall presentation).

Co-ordinates, schedules, and arranges meetings. Facilitates meeting room bookings.

Takes and transcribes minutes of meeting.

Sorts and distributes incoming and outgoing mail. Prepares and tracks packages for shipment.

Sets up and maintains an office filing system for correspondence, reports, documents, records, and financials.

Maintains staff records such as confidential correspondence and disciplinary action.

Records, tracks, and reports employee absences.

Handles and records employee overtime and mileage forms.

Orders office supplies, uniforms and protective wear, computers, software, and cellular devices for staff; calculates expenditures, and maintains inventories.

Sets up and tracks financial operating budgets for all three groups within the section.

Handles and files invoices, purchase orders, and cheque requisitions for processing.

Prepares and completes travel expense forms, conference registrations, flight bookings, accommodations, and travel itineraries for staff.

Compiles data and statistics on property, survey, utility, and road cut activity, and creates charts and graphs to update the sectional annual report.

Prepares utility open municipal consent reports.

Maintains employee training summaries, tracking of safety meeting initiatives, and expenditures.

Assists in the set-up, orientation, and training of new and current staff and students.

Liaise with and answer inquires from other Departments, Divisions, elected officials, outside agencies/organizations, and the public, as required.

Scans documents, plans, field notes, and various correspondence.

Posts notices on bulletin board.

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

**Qualifications**

Previous demonstrated secretarial/administrative experience related to duties outlined above or a combination of Secretarial/Administrative courses and related work experience.

Must be proficient in Business English with excellent grammar and spelling skills.

Must possess excellent computer skills with above average knowledge of Microsoft Office (Outlook, Word, Excel, Access, and PowerPoint).

Ability to keyboard at 50 words per minute with accuracy.

Possess basic knowledge of GIS and CAD Systems; strong data entry skills required for same.

Demonstrated ability to compose and prepare various correspondence, reports and statistical documents, and maintain computerized files and inventories.

Strong interpersonal, communication, time management, and organizational skills.

Ability to work independently and in a team environment, as well as demonstrate excellent initiative, tact, judgement, responsibility, and the ability to provide guidance and take a leadership role, when necessary.

**Salary** Wage 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.