Job ID #32305: 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 #32305: 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-cityby 4:00 p.m. on November 4th, 2026
• Duration:  Up to 3 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.
  

The Healthy and Safe Communities Department is committed to its people and is dedicated to building a strong and healthy community. We are passionate about making a difference and are recognized for our excellence. We offer a respectful and supportive workplace that provides life-long learning opportunities, leadership, innovation and performance excellence.

We are looking for high performing public servants who are interested in experiencing a challenging, rewarding, enjoyable, and fulfilling career. The successful candidate will demonstrate an ability to provide excellent client service in a respectful, courageous, empathetic, just and ethical manner. Your ability to set and achieve personal goals, professional goals and contribute to the goals of the organization will result in high job satisfaction.

SUMMARY OF DUTIES

Reports to the Program Manager and Supervisor, assists staff daily in the operation of the Child Care Centre; such as word processing, reconciling expenses, scheduling meetings, preparing agendas and minutes, preparing monthly invoices and collection of fees, keeping files and policies up to date in accordance with Child Care and Early Years  Act, and providing front line service to families and community partners.

GENERAL DUTIES

Perform a variety of confidential and non-confidential secretarial duties including word processing, scheduling meetings, relaying messages, uploading invoices, reconciling and maintaining expense reports and processing mail.

 

Prepare and distribute monthly invoices to families, process cash and debit payments, track and reconcile payments and informs management of arrears.

 

Take and transcribe minutes of meetings when requested to do so.

 

Deal with public in a friendly and professional manner by telephone and in person on a diverse range of issues by determining their needs and referring to appropriate source for resolution.

 

Monitor access to building through a secure entrance.

 

Assist in creation of reports, forms, pamphlets and newsletters when requested to do so.

 

Maintain client files including confidential health records with high degree of integrity and respect for privacy.

 

Interact appropriately with other divisions within the City of Hamilton, other agencies and organizations in providing and exchanging information.

 

Order and maintain inventory of program supplies and materials.

 

Prepare cheque and payment requisitions.

 

Assist in maintaining and updating Secretaries Policy and Procedures Manual.

 

Perform other duties as assigned which are directly related to the major responsibilities of the position.

 

Work 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

1. Previous business office experience related to duties listed above normally acquired through a combination of secretarial and administrative courses and relevant work 
2. Experience in a computerized environment. Must possess excellent computer skills with above average knowledge of Microsoft Office XP software (Microsoft Outlook, Word, Excel). 
3. Demonstrated ability to interact professionally with public, medical professionals, families and community- based agencies. 
4. Demonstrated ability to manage a high volume of tasks and duties efficiently in a fast-paced environment with shifting priorities and a constantly changing environment. 
5. Demonstrated ability to type and word process correspondence, reports and minutes with accuracy. 
6. Experience working as part of a dynamic, multi-disciplinary team. 
7. Ability and willingness to learn and work with job specific databases. 
8. Maturity, initiative, good judgement, problem-solving, organizational and workload prioritization skills. 
9. The ability to provide guidance and take leadership role when necessary.

 

SALARY:

Salary Grade F

 

HOURS:

35 per week

 

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.