Administrative Assistant Ii-healthy Families - Hamilton, Canada - City of Hamilton
Description
About the City of Hamilton
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 kilometres 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 POSTING
JOB ID #: 20121
Administrative Assistant II-Healthy Families
Healthy & Safe Communities
Medical Officer of Health
100 Main St. W.
NUMBER OF VACANCIES:
1 Full-Time Regular
UNION/NON-
UNION:
Non Union Mgmt Professional
HOURS Of
WORK:
35.00 per week
- GRADE:
- SALARY/
HOUR:
$ $35.940 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.
STATUS/
LENGTH:
Full-Time Regular
Job Description ID #: 4016
Vaccine Verification - As a condition of employment you are required to provide proof that you are fully vaccinated or provide proof of valid exemption satisfactory to the employer prior to your start date. You must acknowledge and agree to comply with any future vaccine policy requirements as an ongoing condition of employment at the City of Hamilton.
SUMMARY OF DUTIES
Reporting to the Divisional Director, provide confidential administrative support on a range of administrative issues affecting the operations of the Division.
Participate in the acquisition of administrative services such as office space, supplies, 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.
Participates as an active member of the Public Health Administrative Support Team to coordinate, ensure consistency in, identify and recommend solutions to issues related to administrative matters across Public Health Services and Healthy and Safe Communities Department.
Prepare, compose and proof-read correspondence and reports on a variety of matters, both confidential and routine. Draft replies on routine and non-routine matters for the consideration of their supervisor. Takes minutes for meetings as requested.
Schedule appointments and manage the calendar of the Director.
Participate in and organize regular Division Management Team and other meetings by coordinating agendas, recording and transcribing minutes, following up on action items, managing logistics and meeting delegations.
Answers and triages inquiries, including phone calls and written communications.
Respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, internal staff and the 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 procurement policies are followed.
Participate in the City, Hamilton Health Sector and/or Public Health Emergency Control Group responding to municipal emergencies and catastrophic events as administrative support to the Control Group as assigned.
Co-ordinate and arrange all travel, conference and course arrangements for Directors and Managers as required.
Assist Divisional staff in processing of Board of Health reports, providing information on Board of Health templates, and feedback on consistency of use to the Director.
Develop and maintain confidential and information filing systems and appropriately manages records according to corporate policy.
Provide back up to other Administrative Assistant II's within Public Health Services.
Provide back up to Administrative Coordinator within Public Health Services.
Perform other duties as assigned with mínimal supervision and direction.
Coordinate dissemination of information to staff
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