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SalaryAbout the City of Hamilton
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 kilometres 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. #BeTheReason
JOB POSTING
JOB ID #: 21684
Program Secretary
Healthy & Safe Communities Department
Children's & Community Services Division
NUMBER OF VACANCIES: 1 Full-Time Regular
UNION/NON-UNION: CUPE Local 5167 Inside
HOURS Of WORK: 35.00 per week
SALARY/HOUR: $31.081 - $33.784 per hour
- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.
STATUS/LENGTH: Permanent, Regular
Job Description ID #: 1117
SUMMARY OF DUTIES
Reporting to the Manager, Business Support – Children’s, provides administrative and clerical support to management and staff in the Children’s Services & Neighbourhood Development Division. This position performs a variety of duties including: absence reporting, preparing cheque requisitions, request for invoice, purchase order requisitions, processing procurement card purchases, entering data (e.g. orders, attendance, etc.), producing and updating documents and program forms, and managing storage room.
GENERAL DUTIES
Perform office administration functions that including scheduling meetings, arranging venues, transcribing minutes, and managing supplies.
Processes invoices, mileage forms, conferences and travel forms, education and training paperwork cheque requisitions, request for invoices, and procurement card purchases.
Reviews invoices for accuracy, assists Program Manager with reconciling transaction discrepancies with Finance and Administration staff.
Maintains and reports attendance and timesheets for division staff.
Key contact for facilities management, receives staff inquires and report issues and requests to the facilities help desk.
Prepares and processes outgoing mail to both internal and external recipients and maintains current mailing lists.
Types and word processes correspondence, agendas, minutes and reports of a general, confidential and technical nature as required.
Assists with the compilation of participant class and workshop materials, facilitator guides and presentation slide decks.
Maintains confidential records with high degree of integrity and respect for privacy.
Monitors and coordinates supplies for the division. Organizes and maintains storage room.
Receives, answers inquiries from staff, other departments and public by telephone and in person on a diverse range of issues by determining their needs and referring to appropriate staff for resolution if necessary.
Perform other duties as assigned which are directly related to the responsibilities of this position.
Works in accordance with the provisions of applicable Health, Safety and Privacy legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
QUALIFICATIONS
1. Previous business office experience related to the duties above normally acquired through a combination of education and demonstrated related work experience.
2. Must be proficient in Business English.
3. Highly developed customer service and interpersonal skills. Proven ability to deal with people in a difficult situation while maintaining confidentiality, tact, and patience
4. Must possess good time management skills and organization skills with a strong attention to detail.
5. Previous experience in a computerized environment. Intermediate knowledge of Windows Office (Word, Excel and PowerPoint). Knowledge of or ability to learn a variety of computer database programs including Access, Visio, and other project related applications.
6. Demonstrated ability to type and word process correspondence, reports and workshop materials with accuracy.
7. Must possess initiative, good judgement and the ability to work as part of a team.
Disclaimer:
Be advised that Human Resources frequently audits resumes of internal/external applicants to ensure/validate information provided is consistent and trustworthy. Falsification of information provided at any time throughout the recruitment process may be grounds for disqualification, and for internal applicants, subject to discipline up to and including termination.
Terms:
The City is an equal opportunity employer that is committed to inclusive, barrier-free recruitment and selection processes. Consistent with our Values and Corporate Culture Pillars, the City of Hamilton is committed to providing equitable treatment to all with respect to barrier-free employment and accommodation without discrimination. The City will provide accommodation for applicants in all aspects of the hiring process, up to the point of undue hardship. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.
We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.
The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace.
It is the responsibility of the applicants to ensure that their application reaches Human Resources by the closing date or they may not be considered. It is also the responsibility of applicants to supply qualifications, licences and related experience relevant to the qualifications outlined above for this competition as directed. On the basis of the criteria set out above, this posting is open to all applicants
The statements made by me are true, complete and correct to the best of my knowledge. I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.
