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 #31694: Administrative Secretary - Wastewater and Stormwater Operations
- Union: CUPE Local 5167
- Job Description ID #: 2234
- Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on February 4, 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.
SUMMARY OF DUTIES
Reporting to the Section Manager, Wastewater Collection & Stormwater Operations, perform administrative, secretarial and clerical duties to both the Water Distribution and Wastewater Collection & Stormwater Operations sections.
GENERAL DUTIES
Provides comprehensive administrative support to the Section Managers of Wastewater Collection & Stormwater Operations and Water Distribution.
Prepares, formats, and proofreads reports to Council, agendas, minutes, public notices, media releases, fact sheets, communiqués, and other general, confidential, or technical documents.
Drafts routine and non-routine correspondence; reviews and edits staff submissions for content, grammar, spelling, formatting, and corporate standards compliance.
Takes and transcribes meeting minutes.
Maintains program tracking tools, logs, and records to support ongoing operations.
Coordinates with internal teams and external consultants to ensure timelines and requirements are met.
Maintains and updates contact lists and supports communication with internal and external stakeholders.
Provides administrative and filing support for reports, records, and other program-related documentation.
Distributes key information to the Water Distribution & Wastewater Collection staff to ensure all pertinent issues are communicated throughout the section.
Searches internet for information and products for supported sections.
Opens, reviews and sorts all incoming mail for the manager and processes outgoing correspondence.
Reviews and responds to Manager’s e-mail, where applicable.
Manages the section Manager’s calendar and all meeting requests.
Ensures that the section Manager has the necessary files, documentation, and reports for all meetings.
Assists in preparing presentation documents for the Management Teams of the supported sections.
Tracks sectional deadlines and ensures they are met by working with management teams and administrative staff.
Prepares and processes cheque requisitions, purchase orders, and other financial and purchasing documents as well as providing support for others in the section for these processes.
Reviews invoices and statements for accuracy before forwarding for payment.
Records and reports staff absences, overtime and vacation. Maintains a vacation schedule and personnel records. Co-ordinates the attendance management system.
Co-ordinates, schedules and arranges for meetings as requested or needed, which includes composing and distributing agendas and other materials, books meeting room and arranges for audio-visual equipment and ordering lunches as required.
Inputs, retrieves data, and generates reports using various databases such as Learning Management Database (LMD), Beyond Compliance Operating System (BCOS), Kronos (attendance management) and PeopleSoft.
Photocopies documents, plans and information packages for distribution.
Liaises with and responds to inquiries from other Departments, Divisions, external stakeholders and public as required.
Creates and maintains information libraries as required and ensure most recent information is always available.
Co-ordinates arrangements for staff training and attendance at workshops and conferences as requested.
Creates and maintains administrative filing system, including confidential files, reference materials, reports and correspondence.
Maintains staff records such as confidential correspondence and disciplinary action.
Prepares press release information, fact sheets and communiqués.
Take and transcribe minutes of various meetings.
Requisitions and maintains an inventory of office supplies.
Tracks invoices and monitors outstanding balances.
Tracks Risk Claims and Freedom of Information requests.
Processes procurement card reconciliations, travel expense estimates and reconciliations, tracking of expenses.
Receives telephone enquiries, attempts to respond to questions, and refers when necessary to appropriate staff.
Supports the general office functioning of the supported sections.
Attends and represents sections at various committees as required.
Works with vendors in scheduling training, lunch & learns, etc.
Address and resolve issues pertaining to the office facility and furnishings.
Performs other duties as assigned which are directly related to the major responsibilities of the job.
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.
QUALIFICATIONS
- Demonstrated administrative experience related to duties listed above normally acquired through a combination of education and relevant work experience.
- Must be proficient in Business English and demonstrate excellent grammar and spelling skills.
- Must possess excellent computer skills with above average knowledge of Microsoft Office (Microsoft Outlook, Word, Excel and PowerPoint). Experience of Microsoft Visio is considered an asset.
- Experience working with various database systems such as Hansen, Kronos, PeopleSoft, and BCOS is considered an asset.
- Must possess excellent interpersonal skills and the ability to relate to elected officials, peers, superiors and the general public with tact and professionalism.
- Must be able to demonstrate above average time management and organizational skills.
- Ability to work independently and in a team environment as well as demonstrate excellent initiative, tact, judgement, responsibility and leadership in a fast-paced environment.
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.
