Job ID #32288: Administrative Assistant II

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 #32288: Administrative Assistant II - Lodges
• Union: Non Union
• Job Description ID #: 68
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-cityby 4:00 p.m. on November 11th, 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.
  

The Healthy & Safe Communities Department is committed to its people and is dedicated to building a strong and healthy community. We are passionate about making a difference and are recognized for our excellence. We offer a respectful and supportive workplace that provides life-long learning opportunities, leadership, innovation and performance excellence.

We are looking for high performing public servants who are interested in experiencing a challenging, rewarding, enjoyable, and fulfilling career. The successful candidate will demonstrate an ability to provide excellent client service in a respectful, inclusive, courageous, empathetic, just and ethical manner. Your ability to set and achieve personal goals, professional goals and contribute to the goals of the organization will result in high job satisfaction.

SUMMARY OF DUTIES

Reporting directly to the Administrator, provide administrative and clerical support to the Administrator and division managers.

GENERAL DUTIES

Word process all letters, memos, reports and other routine and confidential correspondence required by the Administrator and division managers.

Record and transcribe minutes of meetings as required by the Administrator.

Perform Accreditation activities such as setting up meetings.

Research, co-ordinate and prepare special reports, staff newsletter and public relations material.

Compile data for statistical reports and Operating Budget or other operational reports.

Liaise with the residents, family members and volunteers on behalf of the Administrator.

Screen incoming calls to the Administrator or visitors, taking messages and answering enquiries where possible.

Arrange appointments and meetings for the Administrator.  Maintain Administrator's calendar, filing or other systems as required.

Liaise with various units within and between the Lodges to ensure smooth operation.

Receive Administrator's mail and distribute accordingly.

Act as public relations liaison between the Lodge and the general public, City staff, and other health care agencies/organizations.

Perform other duties as assigned which are directly related to the normal functions of this position with minimal supervision and direction.

QUALIFICATIONS

1. Previous experience at an administrative level, normally acquired through the completion of an Office Administration Program or equivalent education or related work experience.
   
2. Must have a high level of accuracy and speed to compose and proof-read correspondence and reports on a variety of matters, both confidential and routine. Ability to draft replies on non-routine matters for the consideration of the Administrator and compose meeting agendas and minutes. 
3. Demonstrated experience in preparation of reports. 
4. Must be proficient in Business English, modern office practices and procedures.
   
5. Experience in a computerized environment. Working knowledge of Microsoft Office (Word, Excel, Microsoft Outlook and PowerPoint).  Working knowledge of database software.
   
6. Demonstrated ability to communicate effectively, both verbally and in writing. 
7. Must possess strong interpersonal skills with ability to relate readily to the public and outside agencies, have a pleasant manner, have initiative and the ability to carry out instructions without detailed direction.
   
8. Excellent time management skills with ability to work and adapt to fast paced changing environment. Must be able to work independently on projects and co-ordinate activities with other parts of the Lodge to promote smooth and efficient communications and information flow.

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.