New Job Administrative Assistant Ii - Water And Wastewater Operations In Ontario

Administrative Assistant II - Water and Wastewater Operations
Administrative Assistant II - Water and Wastewater Operations

Administrative Assistant II - Water and Wastewater Operations

Company : City of Hamilton
Salary : $31.97–$37.39 an hour
Location : Ontario

Full Description

About the City of Hamilton

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 kilometres 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 #: 20427

Administrative Assistant II - Water and Wastewater Operations
Public Works
Hamilton Water
700 Woodward Avenue

NUMBER OF VACANCIES: 1 Full-Time Regular

UNION/NON-UNION: Non Union Mgmt Professional

HOURS Of WORK: 35.00 per week

SALARY/HOUR: $31.969 - $37.391 per hour
  • Note: See appropriate Collective Agreement or the Non Union Salary Range for details.

STATUS/LENGTH: Full-Time Regular

Job Description ID #: 5512

Vaccine Verification - Applies to all external applicants as well as internal applicants applying to work at the Lodges, Hamilton Paramedic Services and the Red Hill Child Care Centre:
As a condition of employment you are required to provide proof that you are fully vaccinated or provide proof of valid exemption satisfactory to the employer prior to your start date. You must acknowledge and agree to comply with any future vaccine policy requirements as an ongoing condition of employment at the City of Hamilton.


Reporting to the Director of Water and Wastewater Operations provides confidential executive support on a broad range of administrative issues affecting the Division. Co-ordinates administrative activities within the Division and ensures follow up on outstanding issues. Works independently on multiple activities and ensures deadlines are adhered to and established procedures followed.

Provides administrative support for the Director of Woodward Upgrades and backup support for the Hamilton Water Director’s Administrative Assistant

Coordinates the acquisition of administrative services such as office space, supplies and office equipment and telephone services.

Provides leadership and guidance to support staff within the Division and participates in the recruitment process for junior staff as and when required.


Provides confidential administrative support to the Divisional Director.

Assumes responsibility for all routine administrative details within the Office of the Director.

Assists the Director in business and administrative matters such as responding to enquiries and processing confidential matters.

Receives and screens all inbound telephone calls, e-mails and visitors to the office; refers and or redirects calls, e-mails or visitors as applicable.

Receives incoming mail; reviews, evaluates and distributes correspondence requiring priority attention of staff.

Prepares, composes and proofreads correspondence and reports on a variety of matters, both confidential and routine. Drafts replies on non-routine matters for the consideration of the Director. Takes dictation and performs transcription as required.

Schedules appointments, arranges meetings, books facilities, organizes the delivery of presentation equipment, prepares necessary documentation, provides for catering arrangements and informs participants of arrangements.

Responds to inquiries and liaises with local officials, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed.

Ensures timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensures appropriate terms of purchase and leases are exercised.

Monitors transaction listings, investigates discrepancies and processes journal vouchers.

Monitors requisitions and distribution of supplies and payment of accounts.

Maintains records for the Divisional Director's office on attendance and vacation for Divisional staff.

Co-ordinates and arranges all travel, conference and course arrangements, and follows-up as appropriate.

Develops and maintains confidential and information filing systems.

Supports the Director to processes DWQMS/WWQMS - BCOS INTELEX Approvals by the required due date.

Tracks and logs emergency and single/sole source procurement authorizations.

Assists with the preparation of Divisional Meeting(s)

Participates in the selection of office equipment, i.e. photocopy machine, computing equipment, projectors & display screens, virtual meeting technology, etc.

Acts as contact person for Director's office ensuring information is disseminated to staff as needed.

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 with minimal supervision and direction.


1. Graduate from an Office Administration Program or a combination of education and related office experience. Must have extensive administrative and organizational support experience at a senior level, be proficient in Business English, modern office practices and procedures. Knowledge of and ability to maintain confidentiality of sensitive or personal information.

2. Must be highly proficient in a computerized environment particularly in the use of Microsoft Office Suite products to include Outlook, Word, PowerPoint, Access and Excel. Experience and knowledge of INFOR IPS, INFOR EAM, BIMA and PeopleSoft would be an asset.

3. Must have a high level of accuracy and speed in the preparation and review of error-free written communication. Previous experience in preparation of reports, notices, information packages, spreadsheets and charts.

4. Must relate readily to the public, elected officials and outside agencies, have a pleasant and professional manner, have initiative and the ability to carry out instructions without detailed direction. Supports and models the desired corporate behaviours which are Collective Ownership, Steadfast Integrity, Courageous Change, Sensational Service and Engaged and Empowered Employees.

5. Must be able to work independently on complex projects and co-ordinate activities with other parts of the organization to promote smooth and efficient communications and flow of information.

6. Demonstrated ability to work and adapt to a fast-paced changing environment, and effectively respond to the dynamics and complex work issues of the department.

7. Must be able to participate as an active member within an administrative team environment to coordinate, ensure consistency/adherence to practices, coverage and identify and recommend solutions. Must possess initiative, good judgement and positive attitude.

8. Experience in a related municipal environment would be an asset.

9. Knowledge of general accounting principles, including ability to monitor accounts, maintain routine financial records, calculate, prepare and process invoices and accounts payable would be an asset.

10. Demonstrated ability to co-ordinate, assign and review work of junior staff and resolve work-related problems.

11. Must possess strong interpersonal skills, with demonstrated ability to work, independently and as part of a multi-disciplinary team.

12. Demonstrated ability to balance and effectively self-manage workload in a dynamic work environment within prescribed timelines and adjust based on priorities.


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.


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.

We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.

The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace.

It is the responsibility of the applicants to ensure that their application reaches Human Resources by the closing date or they may not be considered. It is also the responsibility of applicants to supply qualifications, licences and related experience relevant to the qualifications outlined above for this competition as directed. On the basis of the criteria set out above, this posting is open to all applicants

The statements made by me are true, complete and correct to the best of my knowledge. I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.