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 #: 17549
Administrative Assistant II-Legal & Risk Management Services
Legal & Risk Management Services
50 Main St. E
NUMBER OF VACANCIES: 1 Full-Time Temporary
UNION/NON-UNION: Non Union Management Professional
HOURS Of WORK: 35 per weekGRADE: 2
STATUS/LENGTH: Full-Time Temporary
Note: This temporary vacancy is expected to last up to 12 months.
Job Description ID #: A11888
SUMMARY OF DUTIES
Reports directly to the City Solicitor and is responsible for providing comprehensive confidential executive support on a broad range of administrative issues affecting the Legal & Risk Management Services Division. Co-ordinates administrative activities within the Division providing superior customer service and ensures steadfast follow-up on outstanding issues. Works independently on multiple activities and ensures deadlines are met and that established procedures followed.
Maintains confidentiality at law and by the Law Society of Ontario.
Provides confidential administrative support to the City Solicitor. Assumes responsibility for all routine administrative details within the Office of the City Solicitor.
Assists the City Solicitor in business and administrative matters such as responding to inquiries and processing confidential matters.
Maintains a “tickler system” to ensure that matters are recorded and brought forward for appropriate deadlines and to ensure that strict limitation periods are met. Ensures deadlines are adhered to and established procedures are followed.
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 subjects, including both confidential and routine matters. Drafts replies on non-routine matters for the consideration of the City Solicitor. Prepares agendas, gathers and distributes materials for meetings, records meetings minutes and distributes in a timely manner.
Establishes and maintains a filing system for the City Solicitor which includes electronic filing of documents and emails, the opening and closing of files and making arrangements for disposition (destruction based on retention period) and off-site storage.
Logs and processes Standing Committee reports. Liaises with the Offices of the City Manager, General Managers, Directors, City Clerk, Legal Services staff lawyers, law clerks and staff to ensure report processing within defined guidelines.
Maintains City Solicitor’s calendar and prepares documents for meetings. Arranges Council and Committee agendas and reports to ensure the City Solicitor is prepared to provide advise during these meetings, which includes ensuring that links are provided to access agendas and reports
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 other departments, government agencies, outside organizations, legal professionals, consultants, Council members and the public.
Processes expenses incurred by City Solicitor for submission to the GM (General Manager) for approval.
Maintains records for the City Solicitor on attendance and vacation. Submits vacation requests to the GM’s Office for approval and records the information on the Corporate Services Absence Calendar.
Co-ordinates and arranges all travel, conference and course arrangements, and follows-up as appropriate.
Develops and maintains confidential and information filing systems.
Coordinates with IT on behalf of the City Solicitor to resolve technical issues.
Acts as the City Solicitor’s contact person ensuring distribution of information to staff.
Provides administrative support to the Corporate Services Administrative Coordinator and participates in Corporate Services Departmental Leadership Team meetings, on a rotational basis Assists with coverage of GM support for Administrative Coordinator vacation/absences.
Assists other administrative support staff with overflow work. Coordinates administrative support for the City Solicitor to cover vacations/absences.
Assists with interviewing, testing and hiring of administrative staff and students on placement.
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 responsibilities of the position.
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.
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 PeopleSoft would be an asset.
Must have a high level of accuracy and speed in preparation and review for error-free written communication. Previous experience in preparation of reports, notices, information packages, spreadsheets and charts.
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.
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.
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.
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.
Experience in a related environment would be an asset.
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.
Demonstrated ability to co-ordinate, assign and review work of junior staff and resolve work-related problems.
Must possess strong interpersonal skills, with demonstrated ability to work, independently and as part of a multi-disciplinary team.
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.