Program Secretary, Red Hill Family Centre

**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 #: 21042

Program Secretary, Red Hill Family Centre
Healthy & Safe Communities Department
Children's & Community Services Division
25 Mount Albion Rd, Hamilton

NUMBER OF VACANCIES: 1 Full-Time Regular

UNION/NON-UNION: CUPE Local 5167 Inside

HOURS Of WORK: 35.00 per week
- GRADE: F
- SALARY/HOUR: $29.085 - $31.614 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Regular, Permanent

Job Description ID #: 7927

**SUMMARY OF DUTIES**

Reporting to the Program Manager and Supervisor, assists staff daily in the operation of the Child Care Centre; such as word processing, reconciles expenses, schedules meetings, prepares minutes, assists in monthly billing and collection of fees, keeps files up to date in accordance with Day Nurseries Act, and provides front line service to families and community partners.

**GENERAL DUTIES**

Perform a variety of confidential and non-confidential secretarial duties including word processing, scheduling staff and meetings, relaying messages, reconciling and maintaining expense reports and processing mail.

Take and transcribe minutes of meetings when requested to do so.

Deal with public by telephone and in person on a diverse range of issues by determining their needs and referring to appropriate source for resolution.

Assist in creation of reports, forms, pamphlets and newsletters when requested to do so.

Maintain confidential client health records and other confidential records with high degree of integrity and respect for privacy.

Receive incoming referrals from community based groups and organizations, including doctor offices. Determine urgency of referral and re-route to appropriate person.

Interact appropriately with other divisions in Public Health Services, other agencies and organizations in providing and exchanging information.

Maintain program supplies for appropriate distribution.

Compile caseload statistics and team referral reports.

Prepare cheque and payment requisitions.

Assist in maintaining and updating Secretaries Policy and Procedures Manual.

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

Work 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.

**QUALIFICATIONS**

1. Previous business office experience related to duties listed above normally acquired through a combination of secretarial and administrative courses and relevant work experience.

2. Experience in a computerized environment. Must possess excellent computer skills with above average knowledge of Microsoft Office XP software (Microsoft Outlook, Word, Exce).

3. Demonstrated ability to interact professionally with public, medical professionals, families and community based agencies.

4. Demonstrated ability to manage a high volume of tasks and duties efficiently in a fast paced environment with shifting priorities and constantly changing environment.

5. Demonstrated ability to type and word process correspondence, reports and minutes with accuracy.

6. Experience working as part of a dynamic, multi-disciplinary team.

7. Ability and willingness to learn and work with job specific databases.

8. Maturity, initiative, good judgement, problem-solving and workload prioritization skills.

9. The ability to provide guidance and take leadership role when necessary.

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.

We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.

The incumbent shall comply with all Health and Safety Policies and Practices for this position and t