Job ID #32202: Contract Support Clerk - Quality Management Office

cityofhamilton; Hamilton; On-site; CAD 18,000 - 30,000; Full time

Job summary

The City of Hamilton is seeking a Contract Support Clerk in the Quality Management Office. This role supports contract administration across the lifecycle, from pre-contract to post-contract activities, including vendor performance and budgeting.

The position requires advanced Excel skills, experience with ARCHIBUS/EAM/SharePoint, and strong teamwork and communication abilities. It involves coordinating procurement documents, maintaining site/inventory data, and contributing to continuous

Qualifications

• Proven advanced MS Excel skills with complex formulas, pivots and lookups.
• Proficient in Word, Excel, PowerPoint and Office 365.
• Experience handling budget and inventory data.
• Ability to work in a team and communicate effectively.
• Knowledge of procurement in a public sector setting is preferred.

Responsibilities

• Assist Senior Analyst, Contracts with contract administration across the cycle.
• Prepare and process purchase orders and related documents; maintain service contract rosters.
• Track budget information and ensure data entry accuracy for reporting.
• Coordinate RFQs, Pre-Qualifications, RFPs and Tenders and prepare site listings.
• Maintain site inventories with Excel pivot tables and data links.
• Provide training on tracking docs and spreadsheet use to staff.
• Support continuous improvement in contract management procedures.
• Create documents with hyperlinks to related materials and map sites using GIS/ aerial data.
• Ensure compliance with Health and Safety policies and City guidelines.

Skills

Excel advanced

Office 365

Budget management

Teamwork

Attention to detail

Communication

Tools

ARCHIBUS

EAM

SharePoint

Asset Planner

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 #32188: Contract Support Clerk - Quality Management Office
• Union:CUPE Local 5167
• Job Description ID #: 7441
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-cityby 4:00 p.m. on September 9, 2026.
• Duration: Up to 18 months
• Vacancy type: This posting is for an existing vacancy
• Internal applicants should apply with your work e-mail address. External applicantsare 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 Program Manager of the Quality Management Office, the Contract Support Clerk performs the necessary duties related to the daily activities of operational contract management of the Corporate Facilities & Energy Management Division.

GENERAL DUTIES

Assist and support the Senior Analyst, Contracts with various aspects of overall contract administration throughout the contract lifecycle (i.e., from pre-contract issuance to post-contract award), including vendor performance.

Prepare, coordinate and file purchase order requisitions and associated documents, including coordination of supporting documentation for service contracts and roster assignments. Maintains processes to ensure program documentation, invoices, service reports and plans are relevant, accurate and complete.

Manage and maintain operational contract and financial tracking documents by reviewing budget and purchase order information, ensuring accurate data entry, and supporting budget monitoring and reporting activities

Provide contract support with organization and tracking of specifications for inclusion into Requests for Quotations, Requests for Pre-Qualifications, Requests for Proposals and Requests for Tenders, including preparation of site listing information and service report compliance.

Create, update and/or maintain inventory site lists for Divisional and Corporate contracts utilized by Division, utilizing Microsoft Excel spreadsheets with comprehensive pivot tables and vertical lookup or other assigned inventory management software as required, identifying contracts in place at locations, contract information including budget, term and applicable specifications, etc.

Perform analysis on average annual spend vs. contractual obligations to establish purchase order values for contract terms and funding amendments, ensuring data accuracy.

Work in accordance with the Finance and Procurement Policy and procedures, and industry best practices.

Provide ongoing support and direction regarding various service contracts to Corporate Facilities & Energy Management staff.

Query information from ARCHIBUS, EAM, and/or other assigned computerized maintenance management software as required to obtain information including, but not limited to, location specific details, equipment inventory details, contractual services details, etc.

Maintain tracking document related to purchase orders commitments, available spend and requirement to add funds. Provide training to Divisional staff on tracking documentation, spreadsheet use and functionality as required.

Participate in continuous improvement opportunities relating to contract management and various Divisional practices and procedures. Assist with the development, implementation, and management of strategic and operational planning processes within the Division as part of the Quality Management Office.

Create documents that include hyperlinks to related documents.

Utilize PowerPoint and GISNet or other relevant aerial information for the purposes of creating and maintaining comprehensive site‑specific aerial maps for inclusion with contract specifications.

Preparation and photocopying reports and facility information for staff. Assist in the preparation of flyers, brochures and other promotional materials.

Be proficient in the use of Microsoft Office and Office 365 suite of products.

Coordinate various vendor meetings; transcribe and distribute minutes as required.

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

Perform other duties assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

1. Previous office experience related to duties listed above normally acquired by a combination of education and related work experience.
2. Experience creating electronic templates and reports, formatting documents and maintaining existing documentation to incorporate visual data such as charts, graphs and aerial maps with legend for reference.
3. Demonstrated proficiency within a computerized environment in the use of and advance knowledge of Microsoft Office Suite, including Word, Excel and PowerPoint, and Office 365.
4. Must possess advanced Microsoft Excel skills. Advanced level competency for creating and maintaining multiple spreadsheets that link data from various sources. Experience and competency with advanced formula functions, including but not limited to, use of pivot tables, V-lookup, etc.
5. Working knowledge of database software (experience with ARCHIBUS, Asset Planner, EAM and SharePoint are considered an asset)
6. Must have knowledge and experience in dealing with procurement in a public
7. Above average interpersonal and communication skills required, including working in a team‑oriented, collaborative environment.
8. Proficient in managing budget and inventory data with
9. Must be self‑motivated with a strong team‑work skillset, able to work both independently and as part of a team and produce error free work with attention to detail.
10. Previous experience working with contractors and general public would be considered an

THIS POSITION REQUIRES A VALID CLASS “G” DRIVER’S LICENCE AND PROOF THEREOF IS REQUIRED AFTER HIRE

SALARY

Salary Grade E

HOURS

0 - 24 per week

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE.

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.