Job Description

About the City of Hamilton Contribute to the City of Hamilton, one of Canada\xe2\x80\x99s 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 #: 21424 Administrative Secretary - Municipal Law Enforcement & Licensing
Planning & Economic Development
Licensing & ByLaw Services
330 Wentworth St. N. 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: $30.176 - $32.800 per hour

• Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Up to 12 months ID #: A8217




SUMMARY OF DUTIES Reporting to the Manager, Enforcement or Manager, Licensing Administration, provides secretarial and administrative duties for the Manager, including confidential matters. Responsibilities include preparation of correspondence and minutes, liaison with the public and City staff, scheduling meetings, maintaining section files and databases, and other administrative duties.
GENERAL DUTIES Prepares, composes and proofreads correspondence and reports on a variety of confidential and routine matters. Drafts replies of non-routine matters for the consideration of the Managers. Schedules appointments and arranges meetings including the preparation and distribution of agendas and other materials, books meeting rooms, arranges set-up of audio-visual equipment, food/beverage as required and informs participants of same. Takes dictation/minutes of meetings and preforms transcription as required. Responds to inquiries and liaises with other departments, government agencies, outside agencies, community, Council members and the public. Ensures reports and correspondence are in accordance with corporate standards for formatting and overall appearance, including reports for Council. Peruses Council Agendas for information relevant to the Municipal Law Enforcement and Licensing Sections of the Licensing & By-Law Services Division and files the same. Monitors and maintains tracking systems/statistics and produces reports. Inputs and retrieves data and generate reports from computer based systems (AMANDA/Hansen). Reviews and responds to Manager\xe2\x80\x99s email, where applicable Opens, sorts, logs and distributes incoming mail. Processes outgoing mail. Coordinates and arranges all travel, conferences and course arrangements and follow up as appropriate. Monitors invoice, investigates discrepancies with Finance and Administration staff. Acts as a contact for Managers and ensures information is disseminated to appropriate staff. Maintains an office and electronic filing system, manager\xe2\x80\x99s working files, including confidential files. Provides support and back up to the Director\xe2\x80\x99s Administrative Assistant, other administrative staff, including Councillor calls and emails as required Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety. Performs other duties as assigned which are directly related to the major responsibilities of the job.
QUALIFICATIONS 1. Previous business office/administrative experience related to the duties listed above, normally acquired through a combination of education and recent relevant business office/administrative experience. 2. Previous experience working in a by-law enforcement environment considered an asset. 3. Demonstrated experience in a computerized environment. Intermediate knowledge of Microsoft Office (Word, Outlook, PowerPoint and Excel). Ability to input data at an intermediate level with a high degree of accuracy. Experience with Hansen and AMANDA would be considered an asset. 4. Demonstrated ability to communicate effectively, both verbally and in writing. Must demonstrate proficiency in Business English (including excellent grammar and spelling skills). 5. Must possess excellent interpersonal skills and the ability to carry out instructions without detailed direction. 6. Must possess initiative, good judgment and the ability to provide guidance and take a leadership role when necessary 7. Demonstrated strong customer service skills and the ability to interact professionally with elected officials, staff, customers, clients and the general public with tact and professionalism. 8. Demonstrated excellent administrative and organization skills. 9. Demonstrated self-motivator, self-directed worker that requires minimal supervision with the ability to multi-task and work under pressure to meet tight deadlines. Possessing initiative, good judgement and the ability to provide guidance and take a leadership role when necessary.
THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE. * * * * * * * * * * * * *



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. We invite you to visit the departmental webpage to obtain further information on the culture and business of this department. The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace. It is the responsibility of the applicants to ensure that their application reaches Human Resources by the closing date or they may not be considered. It is also the responsibility of applicants to supply qualifications, licences and related experience relevant to the qualifications outlined above for this competition as directed. On the basis of the criteria set out above, this posting is open to all applicants The statements made by me are true, complete and correct to the best of my knowledge. I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.