Job ID #31590: Administrative Secretary, Engineering Services

Administrative Secretary, Engineering Services 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. Union: CUPE Local 5167 Job Description ID: A10289 Close date: 17 December 2025 4:00 p.m. Duration: 18 months Internal applicants: please apply using 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. Responsibilities Prepares correspondence, agendas, minutes and reports of a general, confidential and technical nature. Formats and proofreads incoming and 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. 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. Records, tracks and reports employee absences and overtime forms. Orders office supplies, uniforms, protective wear, computers, software and cellular devices for staff; calculates expenditures and maintains inventories. 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. 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. Liaises with and answers inquiries from other departments, divisions, elected officials, outside agencies/organizations and the public as required. Prepares press‑release information, fact sheets and communiqués. Updates staff via e‑mail regarding staff changes, current events and notices. 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 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. Proficient in Business English with excellent grammar and spelling skills. Excellent computer skills with above‑average knowledge of Microsoft Office (Outlook, Word, Excel, Access and PowerPoint). Understanding of Project Management and Quality Management principles as they relate to administrative functions is preferred. Excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism. Basic knowledge of GIS and CAD Systems; strong data entry skills required. Demonstrated ability to compose and prepare various correspondence, reports and statistical documents and maintain computerized files and inventories. Initiative, good judgement and the ability to provide guidance and take a leadership role when necessary. Ability to work independently and in a team environment and demonstrate initiative, tact, judgement, responsibility and the ability to provide guidance and take a leadership role when necessary. Salary Wage Grade: F Hours: 35 per week Health & Safety: The incumbent shall comply with all health and safety policies and practices for this position and the workplace. Disclaimer: Human Resources frequently audits resumes of internal and external applicants to ensure information provided is consistent and trustworthy. Falsification of information provided at any time during the recruitment process may be grounds for disqualification and, for internal applicants, may lead to discipline up to and including termination. Terms & Conditions 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. #J-18808-Ljbffr