Job ID #31657: Legislative Secretary

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 #31657: Legislative Secretary


• Union: CUPE Local 5167


• Job Description ID #: 41


• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on January 28 2026. 


• Vacancy type: This posting is for an existing vacancy 


• 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 Manager, Legislative Services/Deputy Clerk, perform secretarial and administrative duties of a confidential nature.

GENERAL DUTIES

Prepare and file the follow-up for Council Communications, following each Council meeting in a timely manner.

Prepare the Council folders with the necessary tabs.

Prepare all the follow up from Planning Department (circulations, etc.)

Provide administrative support to Legislative Coordinators in the Legislative Services section.

Organize administrative processes to assist Manager and Legislative Coordinators in all matters pertaining to the efficient operations of the Section.

Process all incoming mail by sorting and distributing as appropriate, maintaining confidentiality when necessary to do so, when required to do so. 

Compile and update statistics as required.

Assume responsibility for maintenance issues, for both equipment and offices by ensuring that problems are relayed to appropriate individual(s).

Draft correspondence for Manager's signature relating to program information, acknowledgements, departmental protocols and routine requests for information. 

Schedule meetings and ensure appropriate agenda is prepared and meeting room reserved.

Respond to incoming telephone calls or redirect as appropriate.

Maintain bring-forward file for daily activities.

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

QUALIFICATIONS

1. Demonstrated experience in the duties listed above, normally acquired through a combination of education and relevant work experience.


2. Keyboarding at 50 words per minute with accuracy.


3. Ontario Secondary School Diploma. Acquire a level of competence in specialized knowledge and skills.  Have a minimum of 30 credits from Ontario Secondary School (Grade 12); some degree of specialization in word processing skills; the ability to take dictation using shorthand skills.


4. Must be familiar with Word and Excel operations and be able to input data at an acceptable speed. Able to prepare statistical data.


5. Previous experience in the routine operation of a business office.


6. Must have a good knowledge of Business English and office procedures.


7. Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism.


8. Must possess maturity, initiative, good judgement and the ability to provide guidance and take leadership role 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.