Job ID #32180: Administrative Assistant III

City Of Hamilton; Hamilton; On-site; CAD 30,000 - 41,000; Full time

Job summary

City of Hamilton is seeking an Administrative Assistant III to support transit and other departments with clerical and secretarial duties. You will prepare documents, manage meetings, maintain records, and assist with onboarding and HR processes.

The role requires strong MS Office skills, data entry ability, and excellent communication within a team environment. Hours are 37.5 per week with a salary grade 9 across standard city rates.

Qualifications

• Demonstrated substantial business and administrative experience or completion of an Office Administration Program.

Responsibilities

• Performs secretarial and clerical duties, types and proofs documents for accuracy.
• Prepares agendas, records minutes, and compiles reports and statistical charts.
• Handles inquiries and directs staff and the public regarding policies and practices.
• Schedules meetings, books facilities, and prepares supporting documentation.
• Maintains filing systems and handles confidential information.
• Coordinates onboarding for new hires and training materials.
• Manages recruitment logistics, appointments, assessments, and interviews.
• Maintains asset listings and orders equipment and supplies.
• Supports HR workflows including onboarding and terminations.

Skills

Teamwork

Communication

Organizational skills

Time management

Independent work

Interpersonal skills

Initiative

Education

Office Administration Program

Tools

Trapeze

PeopleSoft Financials/HR

Microsoft Office

Job description

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 #32180: Administrative Assistant III
• Union: ATU Local 107
• Job Description ID #: 2830
• Close date: 4:00 p.m. on September 2, 2026.
• Vacancy type: This posting is for an existing vacancy

Summary Of Duties

• Reporting to the department Manager(s), performs secretarial and clerical duties within the sections. Provides back up support for the Administrative Assistant for the Director of Transit.
• Types, word processes, proofreads, and develops correspondence, spreadsheets, and charts to ensure accuracy of content, punctuation, grammar, etc. in accordance with established standards.
• Prepares agendas, records minutes and prepares a wide variety of reports, letters, memoranda and statistical charts of a general, confidential and technical nature.
• Receives, answers, and provides direction and guidance to departmental staff, other departments, public and outside agencies regarding HSR policies, procedures, and practices.
• Co-ordinates, schedules and arranges meetings and appointments, book facilities, as well as prepare any necessary documentation for Transit Division management.
• Maintains an office filing system both electronic and hardcopy, including spreadsheets, databases and records management, as required, ensuring that information is kept confidential and secure, information is not destroyed before timelines set out in By-Laws and the most recent information is always available.
• Coordinates general office tasks including, requisitioning, and maintaining an inventory of office supplies, assisting with office equipment malfunctions, sorting, and distributing incoming mail and processing outgoing mail.
• Assembles onboarding packages for new hires and creates training documentation in relation to the position.
• Records, updates, and maintains records and statistics related to staff training requirements, accident/incident reports, assaults and customer complaints; records and reports staff absences; coordinates the Attendance Support Program.
• Co-ordinates applicants for recruitment including but not limited to; scheduling all appointments, assessments and interviews; preparing staffing schedule; booking facilities; proctoring applicants during assessment; preparing necessary documentation; responding to telephone and email enquiries about recruitment; scheduling interviews and providing for catering arrangements, ensuring invoicing is correct and invoices are submitted for processing.
• Responsible and accountable for maintaining sectional asset listing, ordering of sectional computer equipment and office supplies.
• Responsible for HR workflow and related administrative tasks such as, network set up, phone and computer order, scheduling New Employee Orientation, initiating terminations.
• Co-ordinates small moves, arranging for the delivery of furniture, supplies and services.
• Responsible for booking non-revenue cars.
• Responsible for posting notices as well as related CBA items for Front-Line Staff on applicable bulletin boards.
• Providing back up support for the Administrative Assistants as required.
• Performs tasks in Trapeze and various software such as data entry of absences, Trapeze workflow adjustments, annual sign-up template creation and populating assigned work and work order information for Transit Division section staff.
• 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

• Demonstrated previous considerable business and administrative experience related to duties listed above, normally acquired through the completion of an Office Administration Program or an equivalent combination of education and experience.
• Must possess excellent verbal and written communication skills and the ability to work in a Team environment.
• Strong organization and time management skills, to meet deadlines.
• Demonstrated ability to work independently and effectively on multiple assignments simultaneously.
• Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism.
• Demonstrated initiative, good judgement and the ability to provide guidance and take leadership role when necessary.
• Must possess excellent computer skills with above intermediate knowledge of Microsoft Office software (Word, Excel and PowerPoint), Microsoft Windows. Experience with PeopleSoft Financials/HR and Trapeze would be an asset.
• Previous data entry experience with ability to type at least 50 wpm.

Salary

• Salary Grade 9
• Per hour
• HOURS: 37.5 per week
• NOTE: Flexibility to work extended hours when necessary.

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.