Administrative Assistant II - Epidemiology & Wellbeing

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 - Epidemiology & Wellbeing
• Union:
  Non-Union
• Job Description  #: A5328
• Vacancy type:
  This posting is for an existing vacancy

Reporting to the Director, Epidemiology & Wellbeing, provide confidential administrative support on a range of administrative issues affecting the operations of the Division. Work with a minimum of supervision on multiple activities, ensuring deadlines are met and established procedures followed.

Participate in the acquisition of administrative services such as office space, supplies, 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.

Provide confidential administrative support to the Director.

Assume responsibility for all routine administrative functions in support of the Director.

Participate as an active member of the Public Health Administrative Support Team to coordinate, ensure consistency in, identify and recommend solutions to issues related to administrative matters across Public Health Services.

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 routine and non-routine matters for the consideration of their supervisor. Take minutes for meetings as requested.

Monitor, triage and action email and regular mail of their supervisor.

Schedule appointments and manage the calendar of the Director.

Participate in and organize regular Division Management Team and other meetings by coordinating agendas, recording and transcribing minutes, following up on action items, managing logistics and meeting delegations.

Coordinate vacation, assignment, coverage and on-call schedules, connecting with staff across the department as required.

Answer and triage inquiries, including phone calls and written communications. 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 procurement policies are followed.

Review purchases made to ensure accuracy in transaction listings. Under the supervision of the Director, investigate discrepancies and submit journal vouchers.

Participate in the City, Hamilton Health Sector and/or Public Health Emergency Control Group responding to municipal emergencies and catastrophic events as administrative support to the Control Group as assigned.

Maintain records for the Divisional Director's office on attendance and vacation for Division staff.

Co-ordinate and arrange all travel, conference and course arrangements for Directors and Managers as required.

Assist Divisional staff in processing of Board of Health reports, providing information on Board of Health templates, and feedback on consistency of use to the Director.…