Administrative Secretary, Licensing Law Services

Position: Job ID #31973: Administrative Secretary, Licensing & By-Law Services
Job :
Administrative Secretary, Licensing & By-Law Services

Union: CUPE Local 5167

Job Description  #: A8217

Vacancy type:
This posting is for an existing vacancy

SUMMARY OF DUTIES
Reporting to the Manager of Municipal Law Enforcement and the Manager of Licensing, or the Manager of Rental Compliance and the Manager of Policy and Programs, provides secretarial and administrative duties for the Managers and sectional staff. Responsibilities include scheduling meetings, preparation of correspondence and minutes, maintaining sectional files and tracking, and other related administrative duties.

GENERAL DUTIES
Prepares, composes and proofreads correspondence on a variety of routine matters.

Drafts communication for general staff notices or information to be shared for the consideration of the Managers. Acts as a contact for Managers and ensures information is disseminated to appropriate staff.

Schedules appointments, arranges meetings including the preparation and distribution of agendas and other materials, books meeting rooms, set‑up of audio‑visual equipment, coordination of food/beverage as required and informs participants of same.

Takes dictation/minutes of meetings and performs transcription as required.

Records and reports approved staff absences, vacation, overtime, premiums, other HR and financial related items.

Coordinates arrangements for staff training, attendance at courses, workshops, conferences and memberships as required.

Sets up and maintains an office filing system (hard copy and electronic) for correspondence, reports, documents, records, and financials in accordance with the Records Retention By‑law, including tracking and updating employee training, inventory and contact lists, and similar items.

Coordinates general office functioning tasks including, requisitioning and maintaining an inventory of office supplies and equipment; assisting with office equipment malfunctions or required maintenance/calibration, sorting and distributing incoming mail, processing outgoing mail, courier deliveries, filing and photocopying.

Orders supplies, equipment, uniforms, protective wear, computers, software, and cellular devices for staff; coordinates onboarding equipment and support for new staff as required.

Manage and maintain invoices, PCard, and coordinates Manager approvals. Investigates discrepancies and reconciles outstanding balances.

Works with other divisional Administrative Secretary to ensure area coverage is maintained during absences such as vacation, hybrid work, meeting attendance, lunch hours/breaks, etc.

Provides support and back up to other Sectional Administrative Secretaries and to the Director’s Administrative Assistant.

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 assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

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.

Previous experience working in a by‑law enforcement environment considered an asset.

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 data management and invoicing software would be considered an asset.

Demonstrated ability to communicate effectively, both verbally and in writing. Must demonstrate proficiency in Business English (including excellent grammar and spelling skills)

Must possess excellent interpersonal skills, initiative, good judgment, and the ability to provide guidance and take a leadership role when necessary.

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.

Demonstrated excellent administrative and organizational skills.

Demonstrat…