Job ID #31562: Program 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 #31562: Program Secretary - Seniors Dental
• Union: CUPE Local 5167
• Job Description ID #: A12625
  
• Close date: Interested applicants please submit your application online at by 4:00 p.m. on December 10, 2025. 
• Duration:  Up to 12 months
• Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.
  

SUMMARY OF DUTIES

Reporting to Supervisor, Dental Services, this position provides administrative and clerical support to management and staff in public health dental services. This position performs a variety of duties with a specific focus on dental services for seniors. Other general duties may include: absence reporting, preparing bank deposits and issuing receipts, preparing cheque requisitions, request for invoice, purchase order requisitions, processing procurement card purchases, entering data (e.g. orders, attendance, etc.), producing and updating documents and program forms, data entry into provincial databases, creating and maintaining confidential client health records, receiving and processing referrals from the public, community service providers, doctors' offices and dental providers and providing direct client service, logistical and administrative support for public health dental programs and services. It may also include inventory management and other administrative duties as assigned.

GENERAL DUTIES

Coordinates invoicing for Ontario Seniors Dental Care Program (OSCDP) Specialists and Denturists referral services.  Sets up dental providers to participate in the program, provides support and guidance to dental providers on the program and process.

Utilizes Abeldent dental software system to access OSDCP client dental clinic procedure codes. Performs data entry of procedure codes into Ministry database for OSDCP clients treated at all clinics and on the Seniors Dental Health Bus.

Assists with scheduling client appointments for the Seniors Dental Health Bus, main Dental Clinic and Satellite Preventive Clinic locations as needed.

Aids in system navigation for the OSDCP. Provides information and support to eligible seniors. Assists with program enrolment and access to care.

Coordinates with Long Term Care homes for OSDCP dental hygiene assessments and Seniors Dental Health Bus visits. Supports operations through management and organization of documents, communicates with LTC partners, provides program information, schedules dental hygiene assessment clinics, collaborates with Seniors dental hygienist.

Processes invoices, conferences and travel forms, education and training paperwork cheque requisitions, request for invoices, bank deposits for approval and processing, purchase order requisitions, Ministry billings, and procurement card purchases. Tracks payments, orders, and inventory management of safe contents.

Reviews invoices for accuracy, assists Program Manager with reconciling transaction discrepancies with Finance and Administration staff. Prepares requests for journal entries with manager approval. Confirms invoice payments.  Prepares cheque and payment requisitions, procurement card account distributions.

Orders clinic and program supplies.

Complies with all City purchasing and cash handling policies, procedures and limits.

Maintains strong professional working relationships with vendors and suppliers such as clinic supply companies.

Assists with the compilation of training materials and presentation slide decks.

Prepares and processes outgoing mail to both internal and external recipients and maintains current mailing lists.

Prepares and word processes correspondence, agendas, minutes and reports of a general, confidential and technical nature as required.

Receives, answers inquiries from staff, other departments and public by telephone and in person on a diverse range of issues by determining their needs and referring to appropriate staff for resolution if necessary.

Receives incoming referrals from community groups, organizations, doctors' offices and dental providers. Determines urgency of referral and re-routes to appropriate professional staff.

Provides statistics and information to management for reporting purposes.

Provides coverage for Dental Clinic Reception as needed.

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

Works in accordance with the provisions of applicable Health, Safety and Privacy legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.

QUALIFICATIONS

1. Demonstrated experience with dental office administration, normally acquired through a combination of relevant dental office work experience and dental administrative courses.
2. Must be proficient in Business English.
3. Progressively responsible experience in dental administrative role including dental clinic scheduling. Working knowledge of dental terminology and municipal and provincial low-income dental programs, including OSDCP.
4. Experience in a computerized environment. Excellent computer skills with above average knowledge of Microsoft Office Outlook, Word, and Excel. Working knowledge of Abeldent Dental Software system and Ministry Oral Health Information Support System an asset. Ability to become proficient in other PHS/ MOH and Corporate software applications.
5. Demonstrated ability to interact professionally with internal customers and related external agencies or professionals.
6. Highly developed customer service and interpersonal skills. Proven ability to deal with people in a difficult situation while maintaining confidentiality, tact, and patience.
7. Demonstrated experience and familiarity with City of Hamilton financial processes and procedures an asset.
8. Must possess good time management skills and organization skills with a strong attention to detail.
9. Must possess initiative, good judgment and the ability to work as part of a team.
10. Must understand and follow all relevant privacy legislation (MFIPPA, PHIPA).

NOTE: The successful candidate will be required to provide immunization records, which may include TB testing prior to the start of employment to meet the requirements of Policy HSW-01 Staff Proof of Immunity to Vaccine Preventable Diseases.

Disclaimer:

Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.

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.