Administrative Secretary - Hamilton, Canada - City of Hamilton

City of Hamilton

Verified Company

Hamilton, Canada

1 week ago

Posted by:

Sophia Lee

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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 #: 19935

Administrative Secretary - Water Distribution and Wastewater Collection
Public Works
Hamilton Water
330 Wentworth Street North

NUMBER OF VACANCIES:
1 Full-Time Temporary

UNION/NON-

UNION:
CUPE Local 5167 Inside

HOURS Of

WORK:
35.00 per week

GRADE: F
SALARY/

HOUR:
$ $31.614 per hour- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/

LENGTH:
Full-Time Temporary for up to 18 months

Job Description ID #: 2234

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 Section Manager, perform administrative, secretarial and clerical duties associated with the operations of the section.

GENERAL DUTIES

Composes, word processes and proofreads reports to Council, agendas, minutes, advertisements, public notices, media release forms and reports of a general, confidential and technical nature.

Composes, word processes and proofreads correspondence on routine matters and drafts correspondence on confidential, technical, and non-routine matters.

Reviews and proofreads/edits correspondence and reports prepared by staff (for content, grammar, spelling, formatting compliance with corporate standards and overall appearance).

Takes and transcribes minutes of meetings.

Distributes key information to the Water Distribution & Wastewater Collection staff to ensure all pertinent issues are communicated throughout the section.

Searches internet for information and products that pertains to the Water Distribution & Wastewater Collection section.

Opens, reviews and sorts all incoming mail for the manager and processes outgoing correspondence.

Manages the section Manager's calendar and all meeting requests.

Ensures that the section Manager has the necessary files, documentation and reports for all meetings.

Assists in preparing presentation documents for the Water Distribution & Wastewater Collection Management Team.

Tracks sectional deadlines and ensures that they are met by working with the management team and other administrative staff.

Prepares and processes cheque requisitions, purchase orders, and other financial and purchasing documents as well as providing support for others in the section for these processes.

Reviews invoices and statements for accuracy before forwarding for payment.

Records and reports staff absences, overtime and vacation. Maintains a vacation schedule and section personnel records. Co-ordinates the attendance management system.

Co-ordinates, schedules and arranges for meetings as requested or needed, which includes composing and distributing agendas and other materials, books meeting room and arranges for audio-visual equipment and ordering lunches as required.

Inputs and retrieves 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.

Photocopies documents, plans and information packages for distribution.

Posts notices on bulletin board when required.

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

Creates and maintains information libraries as required and ensure most recent information is always available.

Co-ordinates arrangements for staff training and attendance at workshops and conferences as requested.

Creates and maintains administrative filing system, including confidential files, reference materials, reports and correspondence.

Maintains staff records such as confidential correspondence and disciplinary action.

Prepares press release information, fact sheets and communiqués.

Take and transcribe minutes of various meetings.

Requisitions and maintains an inventory of office supplies.

Tracks invoices and monitors outstanding balances.

Tracks Risk Claims and Freedom of Information requests.

Processes procurement card reconciliations, travel expense estimates and reconciliations, t