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 #31653: Administrative Assistant II
- Union: Non-Union
- Job Description ID #: 62
- Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on January 21, 2026.
- Duration: 6 months
- 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.
SUMMARY OF DUTIES
Reporting to the Director, Employee Health and Labour Relations, provides administrative and confidential support to the Labour Relations, Return to Work Services, and Health, Safety and Wellness, teams that comprise Employee Health and Labour Relations. Coordinates administrative activities as they pertain to the day-to-day operations within Employee Health and Labour Relations.
GENERAL DUTIES
- Assists the Director, Employee Health and Labour Relations in business and administrative matters, such as processing invoices, accounts payable/receivable, departmental forms and requisitions.
- Assists in business and administrative matters such as responding to inquiries and processing confidential matters.
- Receives, tracks and processes invoices for Employee Health and Labour Relations.
- Organizes events and participants in organizing committees as requested by the Director.
- Schedules appointments, arranges meetings, books facilities, communicates with vendors, organizes the delivery of presentation equipment, prepares necessary documentation, provides for catering arrangements and informs participants of arrangements.
- Attends and takes minutes at meetings, prepares agendas, and follows up on actions items as appropriate/required.
- Prepares and composes draft correspondence and reports on routine matters for supervisor’s consideration and signature.
- Maintains budget process for Employee Health and Labour Relations.
- Operates computerized systems to prepare, produce, store and retrieve information including but not limited to employee data.
- Schedules appointments and meetings for the teams comprising Employee Health and Labour Relations team, as appropriate.
- Maintains existing and develops new filing systems within Employee Health and Labour Relations.
- Respond to employee file requests from external legal counsel, including but not limited to preparation of the file, making digital or physical copies as appropriate, reviewing for relevance, appropriateness and compliance with the retention policy, engaging with other team members for documents retained in their areas, and ensuring receipt by the requesting firm and proper billing for the work.
- Liaises with union members and management regarding inquiries and issues of union meetings.
- Arranges leaves of absences for meeting for union members and processes the appropriate charge-back and union billing activities.
- Receives incoming mail; processes in accordance with departmental procedure by ensuring that all mail is channelled to appropriate person in an efficient and timely manner.
- Administration of WSIB correspondence and data entry into the appropriate system (e.g. ParkLane)
- 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.
QUALIFICATIONS
- Previous administrative experience or combination of secretarial/administrative courses and relevant work experience.
- Previous experience supporting highly confidential and sensitive work environments.
- Must possess excellent interpersonal skills and the ability to carry out instructions with discretion without detailed direction.
- Must possess the ability to stay calm under stressful situations and confrontational conversations.
- Must be proficient in Business English and possess good organizational skills.
- Experience in preparation of reports and complex correspondence.
- Must possess excellent computer skills with above average working knowledge of Microsoft Office XP Software (Word, Excel, PowerPoint), invoicing/billing software, and working knowledge of PeopleSoft.
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.
