Job ID #32117: Administrative Secretary - Policy & Community Planning

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. #BeTheReason Job ID #32117: Administrative Secretary - Policy & Community Planning Union: CUPE Local 5167 Job Description ID #: A8461 Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on July 29, 2026. 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 of Sustainable Communities, provides secretarial and administrative duties for the Manager of Sustainable Communities, Manager of Site Plans, and Manager of Heritage and Urban Design including confidential matters. GENERAL DUTIES Prepares, composes and proof reads correspondence and reports on a variety of confidential and routine matters. Drafts replies of non-routine matters for the consideration of the Managers. Takes dictation/minutes of meetings and performs transcription as required. Schedules appointments and arranges meetings including the preparation and distribution of agendas and other materials, booking meeting rooms, arranging set-up of audio-visual equipment and food/beverages as required, and informing participants of same. Responds to inquiries and liaises with other departments, government agencies, outside agencies, development community, Council members, and the public. Ensures reports and correspondence is in accordance with corporate standards for formatting and overall appearance, including reports for Council. Peruses Council Agendas for information relevant to the Planning Division and files same. Monitors and maintains tracking systems and produces reports. Opens, sorts, logs and distributes incoming mail. Processes outgoing mail. Coordinates and arranges all travel, conference and course arrangements, and follows up as appropriate. Monitors invoices, investigates discrepancies with Finance and Administration staff. Acts as a contact for managers and ensures information is disseminated to appropriate staff. Provides support and back up to the Director’s Administrative Assistant. Maintains an office filing system, manager’s working files, including confidential files. Inputs and retrieves data and generates reports from a computer based information system. Reviews and responds to Manager’s e-mail, where applicable. Works in accordance with the provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety. Performs other duties as assigned which are directly related to the major responsibilities of the job. QUALIFICATIONS Demonstrated experience as an administrative secretary, normally acquired through a combination of education and relevant work experience. Keyboarding at 50 words per minute with accuracy. Must possess excellent grammar and spelling skills. Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism. Must possess initiative, good judgment and the ability to provide guidance and take a leadership role when necessary. Must possess excellent computer skills with above average working knowledge of Microsoft Office XP Software (Word, Excel and PowerPoint). SALARY: Salary Level F HOURS: 35 per week THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE 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.