Job ID #31111: Administrative Assistant II - Communications and Digital

City Of Hamilton; Hamilton; On-site; CAD 50,000 - 65,000; Full time

Job summary

The City of Hamilton is seeking an Administrative Assistant II – Communications and Digital to support Divisional Directors by providing confidential administrative assistance, coordinating various initiatives, and preparing documentation. The ideal candidate will have relevant qualifications and experience, including proficiency in Microsoft 365 Suite, and a commitment to confidentiality and effective communication.

Qualifications

• Experience at a senior administrative level in a municipal government environment.
• Demonstrated ability to prepare clear written materials for multiple audiences.
• Experience in preparation of Committee and Council reports.

Responsibilities

• Provides confidential administrative support to the Divisional Directors.
• Coordinates initiatives and manages proposals delegated by the Directors.
• Drafts replies and prepares correspondence and reports.

Skills

Confidentiality

Written Communication

Problem Solving

Collaboration

Time Management

Education

Office Administration Program or equivalent

Tools

Microsoft 365 Suite

Peoplesoft Financial and HR System

Adobe Acrobat

Job description

Job ID #31111: Administrative Assistant II - Communications and Digital

Job ID #31111: Administrative Assistant II - Communications and Digital

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 #31111: Administrative Assistant II - Communications and Digitial
• Union: Non-Union
• Job Description ID #: A11684
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on June 11, 2025.
• 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 the Divisional Directors, provides confidential administrative support for the Divisions. Co-ordinates administrative functions within the Divisions and follows-up on outstanding issues. Works with a minimum of supervision on multiple activities and ensures deadlines are adhered to and established procedures followed.

Assumes the administrative duties and responsibilities of the Executive Assistant in his/her absence.

Provides confidential support on a range of administrative issues affecting the operations of the Divisions, Departments and Corporation. Works independently on multiple activities within the Divisions and follows-up on outstanding issues as appropriate.

Orders and maintains office supplies, office equipment and assists with IT services. Provides leadership and guidance to support staff within the Divisions.

GENERAL DUTIES

• Provides confidential administrative support to the Divisional Directors.
• Assists in the coverage for the Executive Assistant to the City Manager during vacations / absences.
• Assumes responsibility for all routine administrative details within the Office of the Directors. Works independently on multiple activities and ensures deadlines are adhered to and established procedures followed.
• Coordinates initiatives and manages programs and proposals delegated by the Directors.
• Responds to enquiries and processes confidential materials.
• Prepares, composes and proofreads correspondence and Committee and Council reports. Draft replies on non-routine matters for the consideration of the Directors. Takes minutes as required.
• Schedule appointments, meetings, book facilities, organizes the delivery of presentation equipment, prepares material, and arranges catering.
• Respond to inquiries and liaises with local officials, local boards, government agencies, outside organizations, internal staff and the general public and follows-up as needed.
• Processes cheque requisitions, travel and expense claims and review for accuracy, i.e. account numbers, availability of budget.
• Monitor transaction listings, investigates discrepancies and processes journal vouchers. Maintains attendance and vacation files for staff in Directors office.
• Co-ordinates and arranges travel, conference and course arrangements, and follows-up as appropriate for Divisional Directors.
• Develops and maintains confidential filing systems.
• Contact person for the Director's Office ensuring information is disseminated to staff as needed and ensures timely responses to Members of Council.
• Works in accordance with the provisions of applicable Health and Safety legislation and City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety and Corporate.
• Performs other duties as assigned
  
  

Qualifications

• Graduate from an Office Administration Program or approved equivalent education and experience.
• Must have progressively responsible experience at a senior administrative level with related municipal government environment being an asset.
• Previous business experience in handling confidential and sensitive information.
• Demonstrated ability to prepare clear written materials for multiple audiences. Must have a high level of accuracy and speed in preparation of written communication.
• Must be able to carry out role and problem solving without detailed direction.
• Previous experience in preparation of Committee and Council reports.
• Must be proficient in Business English, office practices and procedures.
• Must be proficient in the use of Microsoft 365 Suite products including: Outlook, Word, PowerPoint, Excel and Teams. Experience and knowledge of Peoplesoft Financial and HR System and Adobe Acrobat.
• Must have a demonstrated ability to work collaboratively with others, including internal, external partners and various levels of government.
• Knowledge of general accounting principles, including ability to monitor accounts, maintain routine financial records, calculate, prepare and process invoices and accounts payable.
• Must be able to work independently on complex projects and co-ordinate activities with other parts of the organization to promote smooth and efficient communications and information flow.
  
  

NOTES:

Flexibility to work extended hours when necessary.

Disclaimer:

Please 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. Please note that your application may be shared with third party recruitment supports solely for the City of Hamilton position(s) to which you have applied. All resulting offers of employment will be provided directly from the City of Hamilton.

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.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Administrative

• Industries

  Government Administration

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