Job ID #32244: Building Division Assistant

cityofhamilton; Hamilton; On-site; CAD 42,000 - 60,000; Full time

Job summary

City of Hamilton is seeking a Building Division Assistant to support day-to-day clerical and stenographic tasks within the Building Division, reporting to the Supervisor, Customer Service & Office Operations. You will handle word processing, data entry, routing inquiries, and assist with confidential documents.

The role involves assisting with file management, preparing reports and agendas, and coordinating meetings and travel for staff. 35 hours per week and contract up to 12 months.

Qualifications

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

Responsibilities

• 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 agendas, 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.

Skills

Interpersonal skills

Initiative and good judgment

Leadership

Computer skills

Data input and manipulation

Grammar and spelling

Research from data and legal documents

Education

Secretarial/administrative courses

Tools

Microsoft Word

Excel

Outlook

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 #32244: Building Division Assistant
• Union: CUPE Local 5167
• Job Description ID #: 633
• Close date: Wednesday October 14, 2026.
• Duration: Up to 12 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 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 agendas, 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.

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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.