Job ID #31820: Program Secretary
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 #31820: Program Secretary
- Union: CUPE Local 5167
- Job Description ID #: 1117
- Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on March 18th, 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.
Reporting to the Manager, Business Support – Children’s, provides administrative and clerical support to management and staff in the Children’s Services & Neighbourhood Development Division. This position performs a variety of duties including: absence reporting, preparing cheque requisitions, request for invoice, purchase order requisitions, processing procurement card purchases, entering data (e.g. orders, attendance, etc.), producing and updating documents and program forms, and managing storage room.
GENERAL DUTIES
Perform office administration functions that including scheduling meetings, arranging venues, transcribing minutes, and managing supplies.
Processes invoices, mileage forms, conferences and travel forms, education and training paperwork cheque requisitions, request for invoices, and procurement card purchases.
Reviews invoices for accuracy, assists Program Manager with reconciling transaction discrepancies with Finance and Administration staff.
Maintains and reports attendance and timesheets for division staff.
Key contact for facilities management, receives staff inquires and report issues and requests to the facilities help desk.
Prepares and processes outgoing mail to both internal and external recipients and maintains current mailing lists.
Types and word processes correspondence, agendas, minutes and reports of a general, confidential and technical nature as required.
Assists with the compilation of participant class and workshop materials, facilitator guides and presentation slide decks.
Maintains confidential records with high degree of integrity and respect for privacy.
Monitors and coordinates supplies for the division. Organizes and maintains storage room.
Receives, answers inquiries from staff, other departments and public by telephone and in person on a diverse range of issues by determining their needs and referring to appropriate staff for resolution if necessary.
Perform other duties as assigned which are directly related to the responsibilities of this position.
Works in accordance with the provisions of applicable Health, Safety and Privacy legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
QUALIFICATIONS
- Previous business office experience related to the duties above normally acquired through a combination of education and demonstrated related work experience.
- Must be proficient in Business English.
- Highly developed customer service and interpersonal skills. Proven ability to deal with people in a difficult situation while maintaining confidentiality, tact, and patience
- Must possess good time management skills and organization skills with a strong attention to detail.
- Previous experience in a computerized environment. Intermediate knowledge of Windows Office (Word, Excel and PowerPoint). Knowledge of or ability to learn a variety of computer database programs including Access, Visio, and other project related applications.
- Demonstrated ability to type and word process correspondence, reports and workshop materials with accuracy.
- Must possess initiative, good judgement and the ability to work as part of a team.
NOTE:
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.
