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 #31590: Administrative Secretary, Engineering Services
- Union: CUPE Local 5167
- Job Description ID #: A10289
- Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on December 17, 2025.
- Duration: 18 months
- 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
Reports to the Managers of Geomatics & Corridor Management & Infrastructure Renewal. Co-ordinates administrative and financial functions and provides secretarial support to the sections.
Responsibilities
Prepares correspondence, agendas, minutes, and reports of a general, confidential, and technical nature.
Formats and proofreads incoming/outgoing correspondence, operational manuals, procedural guides, agreements, and reports prepared by staff (for content, grammar and spelling, formatting, compliance with City standards, and overall presentation).
Co-ordinates, schedules, and arranges meetings. Facilitates meeting room bookings.
Sorts and distributes incoming and outgoing mail. Prepares and tracks packages for shipment.
Sets up and maintains an office filing system for correspondence, reports, documents, records, and financials.
Records, tracks, reports employee absences, and employee overtime forms.
Orders office supplies, uniforms and protective wear, computers, software, and cellular devices for staff; calculates expenditures, and maintains inventories.
Handles and files invoices, purchase orders, and cheque requisitions for processing.
Prepares and completes travel expense forms, conference registrations, flight bookings, accommodations, and travel itineraries for staff.
Maintains employee training summaries, tracking of safety meeting initiatives, and expenditures.
Assists in the set-up, orientation, and training of new and current staff and students.
Liaise with and answer inquires from other Departments, Divisions, elected officials, outside agencies/organizations, and the public, as required.
Prepares press release information, fact sheets and communiqués.
Updates staff via e-mail regarding staff changes, current events, and notices.
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.
Qualifications
- Previous demonstrated secretarial/administrative experience related to duties outlined above or a combination of Secretarial/Administrative courses and related work experience.
- Must be proficient in Business English with excellent grammar and spelling skills.
- Must possess excellent computer skills with above average knowledge of Microsoft Office (Outlook, Word, Excel, Access, and PowerPoint).
- Understanding of Project Management and Quality Management principles as they relate to administrative functions is preferred.
- Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism.
- Possess basic knowledge of GIS and CAD Systems; strong data entry skills required for same.
- Demonstrated ability to compose and prepare various correspondence, reports and statistical documents, and maintain computerized files and inventories.
- Must possess, initiative, good judgement and the ability to provide guidance and take leadership role when necessary.
- Ability to work independently and in a team environment, as well as demonstrate excellent initiative, tact, judgement, responsibility, and the ability to provide guidance and take a leadership role, when necessary.
Salary Wage 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.
