Job ID #31404: Administrative Assistant II - Associate Medical Officer of Health

Hamilton Insurance Group, Ltd.; Hamilton; On-site; CAD 40,000 - 56,000; Full time

Job summary

A municipal health office in Hamilton is seeking an Administrative Assistant II to provide confidential support to the Associate Medical Officer of Health. Responsibilities include managing appointments, assisting in recruitment processes, and ensuring timely processing of documents. Candidates should have strong communication skills, proficiency in Microsoft Office, and a background in office administration. This temporary position offers a chance to contribute to public health in the community.

Qualifications

• Prepare clear written materials with accuracy and speed.
• Monitor accounts and maintain routine financial records.
• Demonstrated ability to work independently on complex projects.

Responsibilities

• Provide confidential administrative support to the Associate Medical Officer of Health.
• Coordinate appointments and meetings while managing logistics.
• Assist in recruitment processes and support junior staff.

Skills

Clear written communication

Proficiency in Microsoft Office Suite

Ability to maintain confidentiality

Good judgement

Collaboration with partners

Education

Graduate from Office Administration Program

Experience at a senior administrative level

Tools

Microsoft Outlook

Microsoft Word

Microsoft PowerPoint

Microsoft Excel

Peoplesoft Financial and HR Systems

Job description

Contribute to the City of Hamilton, one of Canada’s largest cities, with a diverse and strong economy and an inclusive community. Join our team that embodies values of sensational service, courageous change, steadfast integrity, collective ownership and engaged, empowered employees. Help us achieve the vision of being the best place to raise a child and age successfully. #BeTheReason

• Job Information:
  • Job ID: 31404 – Administrative Assistant II - AMOH
  • Union: Non-Union
  • Job Description ID: 4015
  • Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on September 24, 2025.
  • Duration: Up to 12 months
  • Internal applicants should apply with your work e-mail address. External applicants are considered after the internal posting process is completed. Only applicants chosen for an interview will be contacted.

Responsibilities

SUMMARY OF DUTIES: Reporting to the Associate Medical Officer of Health, provide confidential administrative support on a range of administrative issues affecting the operations of the Office of the Medical Officer of Health (OMOH). Work with a minimum of supervision on multiple activities and ensure deadlines are adhered to and established procedures followed. Participate in the acquisition of administrative services such as office space, supplies, office equipment and telephone services. Provide guidance to support staff within the OMOH and participate in the recruitment process for junior staff as required.

GENERAL DUTIES: Provide confidential administrative support to the Associate Medical Officer of Health and the Office of the Medical Officer of Health. Assume responsibility for all routine administrative details within the Office of the Associate Medical Officer of Health. Participate as an active member of the Public Health Administrative Support Team to coordinate, ensure consistency in, identify and recommend solutions to issues related to administrative matters across Public Health Services. Assist in business and administrative matters such as responding to enquiries and processing confidential matters. Prepare, compose and proof-read correspondence and reports on a variety of matters, both confidential and routine. Draft replies for routine and non-routine matters for their supervisor. Take minutes for meetings as requested. Monitor, triage and action email and regular mail of their supervisor. Coordinate calendar of appointments, arrange meetings, book facilities, organize the delivery of presentation equipment, prepare necessary documentation, provide for catering arrangements and inform participants of arrangements. Participate in and organize OMOH Team meetings by coordinating agendas, recording and transcribing minutes, following up on action items, managing logistics and meeting delegations. Coordinate Public Health After Hours Emergency Contact On-Call schedules and information dissemination; connecting with staff across Public Health and the Customer Contact Centre. Coordinate Public Health Medical Resident and Student clinic observations and orientation meetings under supervision of the Site Director; including on/off boarding, calendar of appointments, asset allocation and administrative support. Assist in business and administrative matters in support of the Medical Director of Sexual Health Clinics. Answer and triage inquiries, including phone calls and written communications. Respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed. Ensure timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensure procurement policies are followed. Review purchases made to ensure accuracy in transaction listings. Under the supervision of the Associate Medical Officer of Health, investigate discrepancies and submit journal vouchers. Participate in the City, Hamilton Health Sector and/or Public Health Emergency Control Group responding to municipal emergencies and catastrophic events as administrative support to the Control Group as assigned. Maintain records for the Administrative Coordinator on attendance and vacation. Co-ordinate and arrange all travel, conference and course arrangements for the Office of the Medical Officer of Health as required. Assist Divisional staff in processing Standing Committee reports, providing information on templates, and feedback on consistency of use to the Associate Medical Officer of Health and Medical Officer of Health. Finalize formatting and coordinate final submission with the Administrative Coordinator. Sort and process incoming, returned, and unidentified mail; update mailing lists. Develop and maintain confidential information filing systems and manage records according to corporate policy. Provide backup to other Administrative Assistant II’s within Public Health Services and primary backup to Administrative Coordinator – Medical Officer of Health as required. Coordinate dissemination of information to staff and external partners. Work in accordance with applicable Health and Safety legislation and City policies and procedures related to Occupational Health and Safety. Perform other duties as assigned with minimal supervision and direction.

Qualifications

1. Graduate from an Office Administration Program or a combination of education and related experience.
2. Progressively responsible experience at a senior administrative level.
3. Demonstrated ability to prepare clear written materials for multiple audiences with a high level of accuracy and speed.
4. Previous experience in preparation of reports.
5. Proficiency in Business English, modern office practices and procedures.
6. Proficiency in Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) and experience with Peoplesoft Financial and HR Systems.
7. Ability to work collaboratively with internal/external partners and councillors.
8. Ability to work independently on complex projects and coordinate activities across the organization.
9. Professionalism, initiative, good judgement and teamwork.
10. Knowledge of general accounting principles and ability to monitor accounts, maintain routine financial records, and process invoices and accounts payable is an asset.
11. Ability to maintain confidentiality of sensitive or personal health information, including PHIPA and MFIPA.

NOTE: Flexibility to work extended hours when necessary.

NOTE: The successful candidate will be required to provide immunization records, which may include TB testing prior to start of employment to meet Staff Immunization and Surveillance Policy requirements.

Disclaimer: The City may audit resumes of internal/external applicants to verify information. Falsification of information may be grounds for disqualification or discipline, including termination for internal applicants.

Terms: The City is an equal opportunity employer and is committed to inclusive, barrier-free recruitment. We provide accommodation during the hiring process up to the point of undue hardship. If you require accommodation, please contact Human Resources.