Hybrid Administrative Secretary – Wastewater and Stormwater Operations

at City of Hamilton, Ohio

• Job title: Administrative Secretary – Wastewater and Stormwater Operations
• 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 secretarial duties within Wastewater and Stormwater Operations in Hamilton. Providing comprehensive support to section managers and maintaining organizational tasks.

Responsibilities

• Reporting to the Section Manager, Wastewater Collection & Stormwater Operations, perform administrative, secretarial and clerical duties to both the Water Distribution and Wastewater Collection & Stormwater Operations sections.
• Provides comprehensive administrative support to the Section Managers of Wastewater Collection & Stormwater Operations and Water Distribution.
• Prepares, formats, and proofreads reports to Council, agendas, minutes, public notices, media releases, fact sheets, communiqués, and other general, confidential, or technical documents.
• Drafts routine and non-routine correspondence; reviews and edits staff submissions for content, grammar, spelling, formatting, and corporate standards compliance.
• Takes and transcribes meeting minutes.
• Maintains program tracking tools, logs, and records to support ongoing operations.
• Coordinates with internal teams and external consultants to ensure timelines and requirements are met.
• Maintains and updates contact lists and supports communication with internal and external stakeholders.
• Provides administrative and filing support for reports, records, and other program-related documentation.
• Distributes key information to the Water Distribution & Wastewater Collection staff to ensure all pertinent issues are communicated throughout the section.
• Searches internet for information and products for supported sections.
• Opens, reviews and sorts all incoming mail for the manager and processes outgoing correspondence.
• Reviews and responds to Manager’s e-mail, where applicable.
• Manages the section Manager’s calendar and all meeting requests.
• Ensures that the section Manager has the necessary files, documentation, and reports for all meetings.
• Assists in preparing presentation documents for the Management Teams of the supported sections.
• Tracks sectional deadlines and ensures they are met by working with management teams and administrative staff.
• Prepares and processes cheque requisitions, purchase orders, and other financial and purchasing documents as well as providing support for others in the section for these processes.
• Reviews invoices and statements for accuracy before forwarding for payment.
• Records and reports staff absences, overtime and vacation.
• Maintains a vacation schedule and personnel records.
• Co-ordinates the attendance management system.
• Co-ordinates, schedules and arranges for meetings as requested or needed, which includes composing and distributing agendas and other materials, books meeting room and arranges for audio-visual equipment and ordering lunches as required.
• Inputs, retrieves data, and generates reports using various databases such as Learning Management Database (LMD), Beyond Compliance Operating System (BCOS), Kronos (attendance management) and PeopleSoft.
• Photocopies documents, plans and information packages for distribution.
• Liaises with and responds to inquiries from other Departments, Divisions, external stakeholders and public as required.
• Creates and maintains information libraries as required and ensure most recent information is always available.
• Co-ordinates arrangements for staff training and attendance at workshops and conferences as requested.
• Creates and maintains administrative filing system, including confidential files, reference materials, reports and correspondence.
• Maintains staff records such as confidential correspondence and disciplinary action.
• Prepares press release information, fact sheets and communiqués.
• Takes and transcribes minutes of various meetings.
• Requisitions and maintains an inventory of office supplies.
• Tracks invoices and monitors outstanding balances.
• Tracks Risk Claims and Freedom of Information requests.
• Processes procurement card reconciliations, travel expense estimates and reconciliations, tracking of expenses.
• Receives telephone enquiries, attempts to respond to questions, and refers when necessary to appropriate staff.
• Supports the general office functioning of the supported sections.
• Attends and represents sections at various committees as required.
• Works with vendors in scheduling training, lunch & learns, etc.
• Addresses and resolves issues pertaining to the office facility and furnishings.

Requirements

• Demonstrated administrative experience related to duties listed above normally acquired through a combination of education and relevant work experience.
• Must be proficient in Business English and demonstrate excellent grammar and spelling skills.
• Must possess excellent computer skills with above average knowledge of Microsoft Office (Microsoft Outlook, Word, Excel and PowerPoint).
• Experience of Microsoft Visio is considered an asset.
• Experience working with various database systems such as Hansen, Kronos, PeopleSoft, and BCOS is considered an asset.
• Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism.
• Must be able to demonstrate above average time management and organizational skills.
• Ability to work independently and in a team environment as well as demonstrate excellent initiative, tact, judgement, responsibility and leadership in a fast-paced environment.