About the City of Hamilton
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 kilometres 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 #:
Administrative Assistant II Paramedic Service
Healthy & Safe Communities Department
Hamilton Paramedic Service
1227 Stone Church Rd E, Hamilton, ON L8W 2C6
NUMBER OF VACANCIES:
1 Full-Time Regular
Non Union Mgmt Professional
HOURS Of WORK:
35.00 per week
- Note: This position requires flexibility to work extended hours when necessary.
$29.768 - $34.817 per hour
- Note: See appropriate Collective Agreement or the Non Union Salary Range for details.
Job Description ID #:
This Competition may include an interview and/or assessment(s) as part of the selection process.
SUMMARY OF DUTIES
Reporting to the Paramedic Chief provides confidential administrative support on a range of administrative issues affecting Paramedic Service activities. Provides direct support to the senior Paramedic Service team including the Chief, Deputy Chiefs, Executive Manager, and Commanders. Co-ordinates administrative activities within Paramedic Service, following-up on outstanding issues as appropriate. Works with a minimum of supervision on multiple activities and ensures deadlines are adhered to and established procedures followed.
Participates in the acquisition of administrative services such as office space, supplies and office equipment and telephone services.
Works closely with the Hamilton Fire Department Administrative Assistant.
Provide confidential administrative support to the Paramedic Service senior management team.
Assume responsibility for all routine administrative details as directed by Paramedic Chief.
Assist in business and administrative matters such as responding to enquiries and processing confidential matters.
Prepare, compose and proof-read correspondence and report on a variety of matters, both confidential and routine. Draft replies on non-routine matters for the consideration for Paramedic Service. Take dictation and perform transcription as required.
Schedule and manage appointments in the Paramedic Service senior manager calendars, 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.
Assist Finance and Administration staff in the 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 transaction listings, investigate discrepancies in conjunction with Finance & Administration staff.
Maintain attendance, vacation, and other time keeping records for the Paramedic Service senior management team.
Co-ordinate and arrange all travel, conference and course arrangements, and follow-up as appropriate.
Track, record, assist or coordinate the completion of various corporate and externally required reports.
Track, record, and assist where appropriate in the development and completion of various council reports including the development of the Annual Report.
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 ensuring information is disseminated to staff as needed.
Participate in interviewing, testing and hiring junior staff and students on placements.
Manage continuity and availability of on-line records, policies, procedures, and reference materials.
Perform other duties as assigned with minimal supervision and direction.
Work in accordance with the provision of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
Previous experience related to duties listed above normally acquired through the completion of an Office Administration Program or approved equivalent education and experience.
Preference will be given to qualified candidates with demonstrated experience in administrative support of Paramedic Service activities.
Progressive experience at a senior administrative level, with excellent stenographic skills.
Must have a high level of accuracy and speed in preparation of written communication.
Must be proficient in Business English with demonstrated experience in preparation of reports. Experience in modern office practices and procedures.
Intermediate knowledge of Microsoft Word, Excel, Outlook and PowerPoint, and generic database software skills. PeopleSoft knowledge is 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 judgement 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.
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.
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.
We invite you to visit the departmental webpage to obtain further information on the culture and business of this department.
The incumbent shall comply with all Health and Safety Policies and Practices for this position and the workplace.
It is the responsibility of the applicants to ensure that their application reaches Human Resources by the closing date or they may not be considered. It is also the responsibility of applicants to supply qualifications, licences and related experience relevant to the qualifications outlined above for this competition as directed. On the basis of the criteria set out above, this posting is open to all applicants
The statements made by me are true, complete and correct to the best of my knowledge. I understand that any falsification of statements, misrepresentations, deliberate omission or concealment of information may be considered just cause for discipline, up to and including termination for internal applicants and disqualification for external applicants.