Administrative Assistant III

Position: Job ID #32180: Administrative Assistant III
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. #Be The Reason

Job :
Administrative Assistant III

Union: ATU Local 107

Job Description  #: 2830

Close date: 4:00 p.m. on September 2, 2026.

Vacancy type:
This posting is for an existing vacancy

Summary Of Duties

Reporting to the department Manager(s), performs secretarial and clerical duties within the sections. Provides back up support for the Administrative Assistant for the Director of Transit.

Types, word processes, proofreads, and develops correspondence, spreadsheets, and charts to ensure accuracy of content, punctuation, grammar, etc. in accordance with established standards.

Prepares agendas, records minutes and prepares a wide variety of reports, letters, memoranda and statistical charts of a general, confidential and technical nature.

Receives, answers, and provides direction and guidance to departmental staff, other departments, public and outside agencies regarding HSR policies, procedures, and practices.

Co-ordinates, schedules and arranges meetings and appointments, book facilities, as well as prepare any necessary documentation for Transit Division management.

Maintains an office filing system both electronic and hardcopy, including spreadsheets, databases and records management, as required, ensuring that information is kept confidential and secure, information is not destroyed before timelines set out in By-Laws and the most recent information is always available.

Coordinates general office tasks including, requisitioning, and maintaining an inventory of office supplies, assisting with office equipment malfunctions, sorting, and distributing incoming mail and processing outgoing mail.

Assembles onboarding packages for new hires and creates training documentation in relation to the position.

Records, updates, and maintains records and statistics related to staff training requirements, accident/incident reports, assaults and customer complaints; records and reports staff absences; coordinates the Attendance Support Program.

Co-ordinates applicants for recruitment including but not limited to; scheduling all appointments, assessments and interviews; preparing staffing schedule; booking facilities; proctoring applicants during assessment; preparing necessary documentation; responding to telephone and email enquiries about recruitment; scheduling interviews and providing for catering arrangements, ensuring invoicing is correct and invoices are submitted for processing.

Responsible and accountable for maintaining sectional asset listing, ordering of sectional computer equipment and office supplies.

Responsible for HR workflow and related administrative tasks such as, network set up, phone and computer order, scheduling New Employee Orientation, initiating terminations.

Co-ordinates small moves, arranging for the delivery of furniture, supplies and services.

Responsible for booking non-revenue cars.

Responsible for posting notices as well as related CBA items for Front-Line Staff on applicable bulletin boards.

Providing back up support for the Administrative Assistants as required.

Performs tasks in Trapeze and various software such as data entry of absences, Trapeze workflow adjustments, annual sign-up template creation and populating assigned work and work order information for Transit Division section staff.

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

Demonstr…