Administrative Assistant II-Revenue Services

Position: Job ID #32236: Administrative Assistant II-Revenue Services
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 II-Revenue Services

Union:
Non-Union

Job Description  #: A15040

Duration:
Up to 6 months

Vacancy type:
This posting is for an existing vacancy

Summary Of Duties
Reporting to the Director, Revenue Services, provide confidential administrative support on a range of administrative issues affecting the operations of the division. Co-ordinate administrative activities within the division and follow-up on outstanding issues as appropriate. Work with a minimum of supervision on multiple activities and ensure deadlines are adhered to and established procedures followed. Participate in the acquisition of administrative services such as office space, supplies and 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 Director, Revenue Services. Assume responsibility for all routine administrative details within the Office of the Director. Assist in business and administrative matters such as responding to enquiries and processing confidential matters. Prepare, compose and proof read correspondence and reports on a variety of matters, both confidential and routine. Draft replies on non-routine matters for the consideration of the Director.

Experience in taking and transcribing minutes for weekly meetings. Assist divisional staff in formatting and processing Council reports and coordinate final submission with the office of the General Manager. Schedule appointments, arrange meetings, book facilities, organize the delivery of presentation equipment, prepare necessary documentation, provide for catering arrangements and inform participants of arrangements. Respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, internal staff and the general 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 appropriate terms of purchase and leases are exercised. Monitor requisitions and distribution of supplies and payment of accounts and is the point contact for troubleshooting and arranging service calls for the division’s printers. Maintain records for the Director's office on attendance, vacation, overtime, for division staff.

Prepares appropriate Human Resource paperwork with respect to hires or transfers for the division. Co-ordinate and arrange all travel, conference and course arrangements, and follow-up as appropriate. Develop and maintain confidential and information filing systems. Participate in the selection of office equipment i.e. photocopy machine, fax machine. Act as contact person for Director's office ensuring information is disseminated to or collected from staff as needed.

Participate in interviewing, testing and hiring junior staff and students on placements. Perform other duties as assigned with minimal supervision and direction.

Qualifications

Graduate from an Office Administration Program or…