Job ID #32147: Building Operations Support Assistant

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 #32147: Building Operations Support Assistant Union: CUPE Local 5167 Job Description ID #: A9184 Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on Wednesday August 11, 2026 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 Business Operations, assists staff with day-to-day work including clerical duties, operational and customer service support to the Building Division. Assists with the coordination of permit application submissions, permit administration, records management, reporting and day to day operations that support Building Operations, Plans Examination and Inspection Services. GENERAL DUTIES Performs a variety of confidential and non-confidential secretarial duties including word processing, scheduling staff meetings, relaying messages and processing mail. Deals with the public by telephone and in person in a diverse range of issues by determining their needs and referring to appropriate source for resolution. Receives and answers enquiries and complaints from staff, the public and other departments. Receive customers at the counter. Assists with permit application submission Maintains and updates security releases for Demolition Agreement and release of conditions for Demolition Control. Interacts appropriately with other divisions in the Planning and Economic Development Department, other Departments, agencies and organizations in providing and exchanging information. Types and word processes correspondence, reports, forms and legal documents of a general and confidential nature from copy and dictated notes. Compiles statistical data and develops macros. Prepares meeting agendas, records and prepares meeting minutes. Assists with permit application submission, application processing, permit issuance activities and records management functions in accordance with divisional procedures and legislative requirements Assists in maintaining divisional procedures, forms, templates, correspondence and customer service materials Supports customer service initiatives by responding to inquiries from the public, development industry, consultants and internal staff regarding permit applications, submission requirements, payments, refunds and administrative processes. Prepares agendas, minutes and supporting documentation Assists with monitoring workflow queues and assigning administrative tasks to support efficient permit processing and payment processing and customer service delivery Provides cross-functional administrative support to various Building Division sections during peak workloads and staff absences Inputs and retrieves data and generates reports from a computer based information system and microfiche files. Records daily absences to department representatives and maintains vacation records. Co-ordinates schedules, arranges appointments and reserves meeting rooms. Prepares requisitions and maintains inventory of office supplies and safety equipment. Maintain records for internal FOI requests and assist in completing record requests 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. Performs administrative divisional coverage as required QUALIFICATIONS Business office experience related to the duties above normally acquired through a combination of secretarial and administrative courses and relevant work experience. 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 Keyboarding at 50 words per minute with accuracy. Must possess excellent computer skills with above average working knowledge of Microsoft Office Software (Word, Excel and Outlook). Must possess excellent grammar and spelling Demonstrated ability to research information from data and legal SALARY : Salary Grade 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.