Job ID #32334: Administrative Secretary - Water & Wastewater Planning & Capital

City of Hamilton; Hamilton; Sur place; CAD 42 000 - 64 000; Plein temps

Résumé du poste

The City of Hamilton is seeking an Administrative Secretary to support Water & Wastewater Planning & Capital. You will prepare correspondence, manage records, coordinate meetings and assist with recruitment, onboarding and procurement activities.

Reporting to the Manager, Capital Delivery, you will handle confidential documents, manage calendars, process purchase orders, generate reports from HR/financial systems, and ensure smooth daily operations for two managers and their teams.

Qualifications

• Administrative experience supporting managers and teams in a fast-paced office.
• Strong written communication, grammar and editing abilities.
• Proficiency with Microsoft 365 (Outlook, Word, Excel and PowerPoint) and related office technology.

Responsabilités

• Prepare and format correspondence, reports and council documents.
• Coordinate meetings, calendars and agenda materials.
• Support recruitment onboarding activities and new employee onboarding.
• Process financial documents, purchase orders and travel expenses.
• Maintain electronic and physical filing systems and records.
• Respond to inquiries from staff and external agencies.

Connaissances

Administrative experience

Written communication

Time management

Attention to detail

Interpersonal skills

Data entry

Outils

Microsoft 365

Kronos

PeopleSoft

BCOS

Description du poste

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 #32334: Administrative Secretary - Water & Wastewater Planning & Capital
• Union: CUPE Local 5167
• Job Description ID #: A9637
• 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 Manager, Capital Delivery, the position provides support to two managers and their teams within the Water & Wastewater Planning & Capital Group. Responsibilities include preparing correspondence and reports and other documents, maintaining records and filing systems, coordinating meetings and calendars, processing financial and administrative documentation, supporting recruitment and onboarding activities and providing general office support and performing a variety of routine administrative and clerical duties in support of departmental operations.

GENERAL DUTIES

Prepare, format, proofread and distribute correspondence, reports, presentations, Council reports and other documents of a general, confidential or technical nature in accordance with corporate standards.

Distribute key information to the Water and Wastewater Planning & Capital Group staff to ensure all pertinent issues are communicated throughout the sections.

Research and gather information to support sectional initiatives and administrative activities.

Coordinate and support meetings and events, including scheduling, calendar management, preparation and distribution of agenda and supporting materials, minute-taking, logistics coordination and sending follow up reminders regarding action items.

Maintain manager calendars, schedule meetings, coordinate logistics and ensure required materials are available.

Provide administrative support for recruitment and onboarding activities, including scheduling interviews, communicating with candidates, arranging access and equipment requests, maintaining records and assisting with new employee onboarding.

Provide financial and procurement support, including reviewing documents for accuracy, circulation of purchase orders, requisitions, charters for signatures, preparing cheque requests, travel estimates and expense and P-card reconciliations.

Maintain electronic and physical filing systems, personnel records and confidential documentation in accordance with established procedures.

Input and retrieve data using various databases such as Learning Management Database (LMD), Beyond Compliance Operating System (BCOS), Kronos (attendance management) and PeopleSoft. Generate reports from these same systems.

Liaise with and respond to inquiries from other Departments, Divisions, outside agencies/organizations and the public, as required.

Maintain schedules, tracking records and deadline reminders as directed, maintain attendance, vacation and personnel records in accordance with established procedures.

Order and maintain office supplies and coordinate requests for PPE and IT equipment as required.

Coordinate training sessions, workshops, conferences and lunch-and-learn events, including registration, logistics and liaison with vendors as required.

Receive and respond to telephone and email inquiries from staff, consultants, contractors, external agencies and members of the public, referring matters as appropriate.

Attend staff meetings as required to provide administrative support and record meeting notes.

Receive, review, distribute and process incoming and outgoing correspondence and mail.

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

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

QUALIFICATIONS

1. Demonstrated administrative experience supporting managers and teams in a fast-paced office environment, with strong organization, prioritization and time management skills normally acquired through a combination of education and relevant work experience.
2. Demonstrated written communication skills including strong grammar, spelling, proofreading and editing abilities.
3. Demonstrated proficiency with Microsoft 365 applications including Outlook, Word, Excel and PowerPoint as well as other records management systems and related office technology.
4. Experience using corporate business systems and databases such as Kronos, PeopleSoft, and BCOS is considered an asset.
5. Demonstrated organizational, interpersonal and communication skills with the ability to manage competing priorities, maintain accuracy and attention to detail, exercise discretion when handling confidential information and communicate effectively with staff, stakeholders and members of the public.
6. Demonstrated keyboarding and data entry proficiency testing may be required.

SALARY:

Salary Grade F

HOURS:

35 per week

NOTE:

As a condition of employment, the successful applicant(s) will be required to obtain a satisfactory Criminal Reference Check or Vulnerable Sector Screening, at their own expense, prior to beginning work in this position

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.