Administrative Secretary - Water & Wastewater Planning & Capital

Position: Job ID #32334: Administrative Secretary - Water & Wastewater Planning & Capital
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 Secretary - Water & Wastewater Planning & Capital

Union: CUPE Local 5167

Job Description  #: A9637

Duration:
Up to 12 months

Vacancy type:
This posting is for an existing vacancy

Internal applicants should apply with your work e-mail address. External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.

SUMMARY OF DUTIES
Reporting to the Manager, Capital Delivery, the position provides support to two managers and their teams within the Water & Wastewater Planning & Capital Group. Responsibilities include preparing correspondence and reports and other documents, maintaining records and filing systems, coordinating meetings and calendars, processing financial and administrative documentation, supporting recruitment and onboarding activities and providing general office support and performing a variety of routine administrative and clerical duties in support of departmental operations.

GENERAL DUTIES
Prepare, format, proofread and distribute correspondence, reports, presentations, Council reports and other documents of a general, confidential or technical nature in accordance with corporate standards.

Distribute key information to the Water and Wastewater Planning & Capital Group staff to ensure all pertinent issues are communicated throughout the sections.

Research and gather information to support sectional initiatives and administrative activities.

Coordinate and support meetings and events, including scheduling, calendar management, preparation and distribution of agenda and supporting materials, minute-taking, logistics coordination and sending follow up reminders regarding action items.

Maintain manager calendars, schedule meetings, coordinate logistics and ensure required materials are available.

Provide administrative support for recruitment and onboarding activities, including scheduling interviews, communicating with candidates, arranging access and equipment requests, maintaining records and assisting with new employee onboarding.

Provide financial and procurement support, including reviewing documents for accuracy, circulation of purchase orders, requisitions, charters for signatures, preparing cheque requests, travel estimates and expense and P-card reconciliations.

Maintain electronic and physical filing systems, personnel records and confidential documentation in accordance with established procedures.

Input and retrieve data using various databases such as Learning Management Database (LMD), Beyond Compliance Operating System (BCOS), Kronos (attendance management) and People Soft. Generate reports from these same systems.

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

Maintain schedules, tracking records and deadline reminders as directed, maintain attendance, vacation and personnel records in accordance with established procedures.

Order and maintain office supplies and coordinate requests for PPE and IT equipment as required.

Coordinate training sessions, workshops, conferences and lunch-and-learn events, including registration, logistics and liaison with vendors as required.

Receive and respond to telephone and email inquiries from staff, consultants, contractors, external agencies and members of the public, referring matters as appropriate.

Attend staff meetings as required to provide administrative support and record meeting notes.

Receive, review, distribute and process incoming and outgoing correspondence and mail.

Work in accordance with the provisions of applicable Health and Safety legislation and all corporate and departmental policies and procedures related to Occupational Health and Safety.

Perform other duties as assigned which are directly related to the major responsibilities of the job.

QUALIFICATIONS

Demonstrated administrative…