Job ID #32244: Building Division Assistant

Hamilton Insurance Group, Ltd.; Hamilton; On-site; CAD 42,000 - 54,000; Full time

Job summary

City of Hamilton is seeking a Building Division Assistant to support the Supervisor and staff with clerical tasks, data entry, and file management within the Building Division.

The role involves secretarial duties, handling public inquiries in person and by phone, preparing reports, and coordinating meetings. 35 hours per week; up to 12 months. Salary Grade F; CUPE Local 5167 union post.

Qualifications

• Business office experience related to secretarial duties and administration.
• Excellent interpersonal skills with tact and professionalism.
• Initiative and ability to lead when necessary.
• Computer skills with intermediate Word, Excel & Outlook.
• Strong grammar and spelling abilities.
• Experience extracting information from data and documents.

Responsibilities

• Assist staff with stenographic and clerical duties and data entry.
• Handle public inquiries by phone and in person and refer to sources.
• Prepare reports, agendas, minutes and legal documents.
• Distribute mail, schedule meetings and maintain records.
• Input and retrieve data from information systems and compile statistics.
• Coordinate travel, accommodations and training seminars.
• Maintain filing systems and inventory of supplies.
• Comply with Health and Safety policies and procedures.

Skills

Business office experience

Interpersonal skills

Initiative / leadership

Grammar & spelling

Data entry / data manipulation

Telephone and counter handling

Secretarial duties

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Job description

• Job ID #32244: Building Division Assistant
• Union: CUPE Local 5167
• Job Description ID #: 633
• Duration: Up to 12 months
• Vacancy type: This posting is for an existing vacancy

SUMMARY OF DUTIES

Reporting to the Supervisor, Customer Service & Office Operations, assists staff with day-to-day work including stenographic, clerical duties, data entry and word processing reports as they relate to the operations of the Building Division.

GENERAL DUTIES

Performs a variety of confidential and non-confidential secretarial duties including word processing, scheduling staff meetings, relaying messages and processing mail.

Deals with the public by telephone and in person in a diverse range of issues by determining their needs and referring to appropriate source for resolution.

Receives and answers enquiries and complaints from staff, the public and other departments. Receives customers at counter.

Receives urgent information regarding unsafe structures and dispatch appropriate personnel to scene.

Interacts appropriately with other divisions in the Planning and Economic Development Department, other Departments, agencies and organizations in providing and exchanging information.

Types and word processes correspondence, reports, forms and legal documents of a general and confidential nature from copy and dictated notes. Compiles statistical data and develops macros. Prepares meeting agenda, records and prepares meeting minutes.

Creates legal documents such as Building Code Orders, Property Standards Orders, Will-say Statements and Summons’ to initiate court action.

Inputs and retrieves data and generates reports from a computer-based information system and microfiche files.

Coordinates and arranges for travel and accommodations for conferences and training seminars and follows up as appropriate.

Processes outgoing mail, including preparing and documenting registered mail.

Reports daily absences to department representative and maintains vacation records.

Co-ordinates schedules, arranges appointments and reserves meeting rooms.

Requisitions and maintains inventory of office supplies and safety equipment.

Maintains and updates security releases/reduction of securities of Development Agreements and Subdivisions.

Maintains and updates office filing system including correspondence and property files.

Carries out property research and assists in property owner information on Amanda and Vaitech software programs.

Inputs and retrieves data and generates reports from a computer-based information system and microfiche files.

Trains 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

1. Business office experience related to the duties above normally acquired through a combination of secretarial and administrative courses and relevant work experience.
2. Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism.
3. Must possess initiative, good judgment and the ability to provide guidance and take a leadership role when necessary.
4. Demonstrated experience in a computerized environment. Must have excellent computer skills with intermediate knowledge of Microsoft Word, Excel & Outlook.
5. Demonstrated work experience inputting and manipulating data with speed and accuracy at an intermediate level.
6. Must possess excellent grammar and spelling skills.
7. Demonstrated ability to research information from data and legal documents.

SALARY: Salary Grade F

HOURS: 35 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.