Job ID #: Administrative Assistant II

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 #30147: Administrative Assistant II
• Union: Non-Union
• Job Description ID #: TBD
• Close date: Interested applicants please submit your application by 4:00 p.m. on June 12, 2024.
• Internal applicants should apply with your work e-mail address. External applicants are 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 Director, Procurement. Provide confidential administrative support on a range of administrative issues affecting the operations of the Division. Co-ordinate administrative activities within the Division and follow-up on outstanding issues as appropriate. Work with a minimum of supervision on multiple activities and ensure deadlines are adhered to and established procedures followed. Participate in the acquisition of administrative services such as office space, supplies and office equipment and telephone services. Provide guidance to support staff within the Division and participate in the recruitment process for junior staff as and when required. GENERAL DUTIES

• Provide confidential administrative support to the Divisional Director.
• Assume responsibility for all routine administrative details within the Office of the Director.
• Assist in business and administrative matters such as responding to enquiries and processing confidential matters.
• Prepare, compose and proof read correspondence and reports on a variety of matters, both confidential and routine. Draft replies on non-routine matters for the consideration of the Director.
• Assist Divisional staff in formatting and processing Council reports and coordinates final submission with the office of the General Manager
• Schedule appointments, arrange meetings, book facilities, organize the delivery of presentation equipment, prepare necessary documentation, provide for catering arrangements and inform participants of arrangements.
• Maintains Procurement general phone line and email. Respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed.
• Ensure timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensure appropriate terms of purchase and leases are exercised.
• Monitor requisitions and distribution of supplies and payment of accounts and is the point contact for troubleshooting and arranging service calls for the division’s printers.
• Maintain records for the Divisional Director's office on attendance, vacation, overtime, for Divisional staff.
• Prepares appropriate Human Resource paperwork with respect to hires or transfers for the division.
• Co-ordinate and arrange all travel, conference and course arrangements, and follow-up as appropriate.
• Develop and maintain confidential and information filing systems. Maintains confidential hardcopy contract files, including the common file area and labelling of file cabinets. Maintains listing on contract files on site. Determines contract destruction dates in accordance with the City’s Retention Bylaw. Responsible for ensuring filed contracts are reviewed yearly and sent to offsite storage. Prepares hardcopy contract files for confidential shredding in accordance with legislative requirements. Request contracts from Records Section on behalf of Procurement staff
• Participate in the selection of office equipment; i.e. photocopy machine, fax machine.
• Act as contact person for Director's office ensuring information is disseminated to or collected from staff as needed.
• Participate in interviewing, testing and hiring junior staff and students on placements.
• Perform other duties as assigned with minimal supervision and direction.

Qualifications

• Graduate from an Office Administration Program or approved equivalent education and experience.
• Must have five years experience at a senior secretarial level, with excellent skills in coordinating and compiling data requested from the Office of the Director from other areas of the organization.
• Must have a high level of accuracy and speed in preparation of written communication.
• 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 HR and Financials.
• Experience in a related environment would be an asset.
• Must relate readily to the public and outside agencies, have a pleasant manner, have initiative and the ability to carry out instructions without detailed direction.
• Must possess maturity, initiative, good judgment and the ability to mentor junior staff.
• 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.

NOTE: Flexibility to work extended hours when necessary. 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.