Planning Division Administrative Assistant II

City Of Hamilton; Hamilton; On-site; CAD 42,000 - 62,000; Full time

Job summary

The City of Hamilton is seeking an Administrative Assistant II in the Planning Division. Reporting to the Director of Planning and Chief Planner, you will provide confidential administrative support, coordinate division activities, and ensure deadlines are met.

Responsibilities include reviewing staff reports for Planning Committee and other committees, proofreading documents, arranging travel, and supporting interactions with city council, local boards, and the public.

Qualifications

• Graduate from an Office Administration Program or approved equivalent education and experience.
• Must have significant experience at a senior secretarial level, with excellent stenographic skills including electronic transcription.
• Must have a high level of accuracy and speed in preparation of written communication.
• Demonstrated experience in preparation of reports.
• Must be proficient in Business English, modern office practices and procedures.
• Experience in a computerized environment. Working knowledge of Word, Excel, Microsoft Outlook, PowerPoint, and PeopleSoft.
• Must relate readily to the public and outside agencies, have pleasant manner, have initiative and the ability to carry out instructions without detailed direction.
• Must possess initiative, good judgment and the ability to mentor junior staff.
• Working knowledge of general accounting principles, including ability to monitor accounts, maintain routine financial records, calculate, prepare and process invoices and accounts payable, would be an asset.
• Demonstrated ability to co-ordinate, assign and review work of junior staff and resolve work-related problems.
• Must be able to work independently on complex projects and co-ordinate activities with other parts of the organization to promote smooth and efficient communications and information flow.

Responsibilities

• Provides confidential administrative support.
• Coordinates administrative activities within the Division and follows-up on outstanding issues as appropriate.
• Works with a minimum of supervision on multiple activities and ensures deadlines are adhered to.
• Co-ordinates the review and processing of staff reports on planning matters for presentation to Planning Committee, Municipal Heritage Committee and General Issues Committee.
• Proof reads and edits reports for format, grammar and spelling prior to review by the Director and Chief Planner.

Skills

Senior secretarial

Stenography

Report preparation

Professional communication

Business English

Education

Office Administration Diploma

Equivalent education & experience

Tools

Word

Excel

Outlook

PowerPoint

PeopleSoft

Job description

The City of Hamilton is seeking an Administrative Assistant II in the Planning Division. Reporting to the Director of Planning and Chief Planner, you will provide confidential administrative support, coordinate division activities, and ensure deadlines are met.

Responsibilities include reviewing staff reports for Planning Committee and other committees, proofreading documents, arranging travel, and supporting interactions with city council, local boards, and the public.