Hybrid Administrative Secretary – Environmental Services

at City of Hamilton, Ohio

• Job title: Administrative Secretary – Environmental Services
• Job type: Full Time
• Experience level: Mid level, Senior
• Salary: CA$33 - CA$36 per hour
• Degree requirement: High School Diploma
• Location requirements: Hybrid, Hamilton, Canada

About the role

• Administrative Secretary performing clerical, administrative, and customer service duties for the Environmental Services Division. Based in Hamilton, responsible for various support tasks including scheduling and correspondence management.

Responsibilities

• Performs administrative, clerical and customer service duties associated and in support of the Environmental Services Division.
• Composes word processes using MS Word and MS Excel and proofreads correspondence, spreadsheets, agendas, minutes and reports of a general, confidential and technical nature ensuring corporate formatting standards are followed by divisional staff; prepares MS PowerPoint presentations.
• Receives, tracks in a software system (e.g. D365) where applicable and answers inquiries from councillors, staff, other departments, public and outside agencies and tracks inquiries to resolution and or provides interim status updates as required and reports on final disposition of inquiry; performs reception duties; takes and relays messages as required.
• Coordinates, schedules and arranges for meetings using MS Outlook for staff and virtual meeting platforms, public consultation, union and labour/management meetings; maintains manager calendars as needed.
• Books facilities, organizes the delivery of presentation equipment, prepares necessary documentation, takes meeting notes and provides for refreshments when required.
• Maintains an office filing system, including confidential files, reference materials, reports, and general correspondence.
• Maintains confidential staff records such as correspondence, training summaries, and transfer requests.
• Coordinates arrangements for staff training and attendance at courses, workshops and conferences as required; records and reports staff absences, overtime and vacation; maintains a vacation schedule.
• Develops notices, information packages, spreadsheets and charts for staff, other departments, elected officials, the public and outside agencies.
• Coordinates general office functioning tasks including, requisitioning and maintaining an inventory of office supplies; assisting with office equipment malfunctions, sorting and distributing incoming mail, processing outgoing mail, courier deliveries and receipts, posting information on bulletin boards.
• Tracks invoices and monitors outstanding balances; prepares and processes cheque requisitions and purchase orders; assist with tax receipt issuing, checks and verifies monthly expenditures, relating to the commemorative bench program, Hamilton in Bloom Sponsorship program, fence cost shares, and other programs as required.
• Monitor divisional email inboxes and correspond, collect order forms and enter into tracking document(s).
• Works with other divisional administrative secretary II to ensure telephone and area coverage is maintained during absences.
• Assists and supports Administrative Assistant II on multiple activities in ensuring divisional deadlines are adhered to and established procedures are followed.

Requirements

• Demonstrated experience in the Administrative field, normally acquired through a combination of education and relevant work experience.
• Must possess excellent computer skills with above average knowledge of Windows Office XP software (Word, Outlook, and Excel) and working knowledge of PowerPoint and Access.
• Knowledge of Hansen, Web Centre and PeopleSoft considered an asset; Keyboarding at 50 words per minute with accuracy.
• Must possess excellent grammar and business writing skills.
• Must be able to communicate effectively, both verbally and in written form with all levels of staff and the general public.
• Previous experience dealing with and relating to elected officials, peers, superiors and the general public with tact and professionalism.
• Must possess excellent interpersonal skills including customer service, teamwork, comfortability in a fast-paced environment and a desire to learn.
• Must possess initiative, be accountable for your work and be able to work independently.
• Must possess time management and problem-solving skills and have the ability to meet multiple deadlines.