Job ID #32236: Administrative Assistant II-Revenue Services at City of Hamilton in Hamilton, Ontario

Job description

• Reporting to the Director, Revenue Services, provide confidential administrative support on a range of administrative issues affecting the operations of the division. Co-ordinate administrative activities within the division and follow-up on outstanding issues as appropriate. Work with a minimum of supervision on multiple activities and ensure deadlines are adhered to and established procedures followed.
• Participate in the acquisition of administrative services such as office space, supplies and office equipment and telephone services.
• Provide guidance to support staff within the division and participate in the recruitment process for junior staff as and when required.

Responsibilities

• Provide confidential administrative support to the Director, Revenue Services.
• Assume responsibility for all routine administrative details within the Office of the Director.
• Assist in business and administrative matters such as responding to enquiries and processing confidential matters.
• Prepare, compose and proof read correspondence and reports on a variety of matters, both confidential and routine. Draft replies on non-routine matters for the consideration of the Director. Experience in taking and transcribing minutes for weekly meetings.
• Assist divisional staff in formatting and processing Council reports and coordinate final submission with the office of the General Manager
• Schedule appointments, arrange meetings, book facilities, organize the delivery of presentation equipment, prepare necessary documentation, provide for catering arrangements and inform participants of arrangements.
• Respond to inquiries and liaise with local officials, local boards, government agencies, outside organizations, internal staff and the general public and follow-up as needed.
• Ensure timely processing of cheque requisitions, expense claims and review of same for accuracy of descriptions, account numbers, availability of funds and ensure appropriate terms of purchase and leases are exercised.
• Monitor requisitions and distribution of supplies and payment of accounts and is the point contact for troubleshooting and arranging service calls for the division’s printers.
• Maintain records for the Director's office on attendance, vacation, overtime, for division staff.
• Prepares appropriate Human Resource paperwork with respect to hires or transfers for the division.
• Co-ordinate and arrange all travel, conference and course arrangements, and follow-up as appropriate.
• Develop and maintain confidential and information filing systems.
• Participate in the selection of office equipment i.e. photocopy machine, fax machine.
• Act as contact person for Director's office ensuring information is disseminated to or collected from staff as needed.
• Participate in interviewing, testing and hiring junior staff and students on placements.
• Perform other duties as assigned with minimal supervision and direction.

Requirements

• Graduate from an Office Administration Program or approved equivalent education and experience. A certificate in Business, Finance, or Accounting would be an asset.
• Must have five years experience at a senior secretarial level, with excellent skills in coordinating and compiling data requested from the Office of the Director from other areas of the organization.
• Must have a high level of accuracy and speed in preparation of written communication.
• Experience in preparation of reports.
• Must be proficient in Business English, modern office practices and procedures.
• Experience in a computerized environment. Working knowledge of Microsoft Word, Excel, Outlook, PowerPoint, and Visio. Experience with PeopleSoft HR and Financials.
• Experience in a related environment would be an asset.
• Must relate readily to the public and outside agencies, have a pleasant manner, have initiative and the ability to carry out instructions without detailed direction.
• Must possess maturity, initiative, good judgment and the ability to mentor junior staff.
• 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 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 information flow.

Skills

Required

• Excellent communication skills
• Initiative
• Good judgment
• Mentoring ability
• Ability to work independently
• Pleasant manner
• Microsoft Word
• Microsoft Excel
• Microsoft Outlook
• Microsoft PowerPoint
• Microsoft Visio
• PeopleSoft HR

Benefits

• $66,000.48-$82,500.60 annually