Job ID #32180: Administrative Assistant III

City of Hamilton•Hamilton, ON

21d•CA$31 - CA$37•Onsite

About The Position

This role involves performing secretarial and clerical duties within the department and providing back-up support for the Administrative Assistant for the Director of Transit. The position requires a high level of organization, communication, and computer skills to manage various administrative tasks, support management, and ensure the smooth operation of the office.

Requirements

Demonstrated previous considerable business and administrative experience related to duties listed above, normally acquired through the completion of an Office Administration Program or an equivalent combination of education and experience.
Excellent verbal and written communication skills.
Ability to work in a team environment.
Strong organization and time management skills to meet deadlines.
Demonstrated ability to work independently and effectively on multiple assignments simultaneously.
Excellent interpersonal skills and the ability to relate to elected officials, peers, superiors, and the general public with tact and professionalism.
Demonstrated initiative, good judgment, and the ability to provide guidance and take a leadership role when necessary.
Excellent computer skills with above intermediate knowledge of Microsoft Office software (Word, Excel, and PowerPoint) and Microsoft Windows.
Previous data entry experience with the ability to type at least 50 wpm.
Flexibility to work extended hours when necessary.

Nice To Haves

Experience with PeopleSoft Financials/HR.
Experience with Trapeze.

Responsibilities

Types, word processes, proofreads, and develops correspondence, spreadsheets, and charts in accordance with established standards.
Prepares agendas, records minutes, and prepares a wide variety of reports, letters, memoranda, and statistical charts of a general, confidential, and technical nature.
Receives, answers, and provides direction and guidance to departmental staff, other departments, the public, and outside agencies regarding HSR policies, procedures, and practices.
Coordinates, schedules, and arranges meetings and appointments, books facilities, and prepares necessary documentation for Transit Division management.
Maintains an office filing system (electronic and hardcopy), including spreadsheets, databases, and records management, ensuring confidentiality, security, and adherence to retention timelines.
Coordinates general office tasks including requisitioning and maintaining an inventory of office supplies, assisting with office equipment malfunctions, and processing mail.
Assembles onboarding packages for new hires and creates training documentation.
Records, updates, and maintains records and statistics related to staff training, accident/incident reports, assaults, customer complaints, staff absences, and coordinates the Attendance Support Program.
Coordinates applicants for recruitment, including scheduling appointments, assessments, and interviews; preparing staffing schedules; booking facilities; proctoring assessments; preparing documentation; responding to inquiries; and ensuring invoicing accuracy.
Responsible for maintaining sectional asset listings and ordering sectional computer equipment and office supplies.
Responsible for HR workflow and related administrative tasks such as network setup, phone and computer orders, scheduling New Employee Orientation, and initiating terminations.
Coordinates small moves, arranging for the delivery of furniture, supplies, and services.
Responsible for booking non-revenue cars.
Responsible for posting notices and related CBA items for Front-Line Staff on applicable bulletin boards.
Provides back-up support for Administrative Assistants as required.
Performs tasks in Trapeze and various software, including data entry, workflow adjustments, template creation, and populating work and work order information.
Works in accordance with applicable health and safety legislation and city policies.
Performs other assigned duties directly related to the major responsibilities of the job.