Job ID #30509: Constituency Assistant

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 #30509: Constituency Assistant
• Union: Non-Union
• Job Description ID #: 7466
• Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on October 16th, 2024.
• Duration: 5 Months This vacancy is for a period of 5 months as a result of a backfill.
• 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.
  
  

Act as communication link between the Mayor and the public. Reporting to the Chief of Staff, the incumbent will have primary responsibility for the general administrative operations for the Mayor’s office.

GENERAL DUTIES

• Act as communication link between the Mayor and the public. As the first point of contact for the Mayor’s Office, exhibit professional demeanor in all contacts with staff and the public.
• Responsible for monitoring and reviewing incoming email, mail, and phone messages. Respond promptly to enquiries and direct them to appropriate staff as needed.
• Open all incoming mail directing it to the appropriate staff in the Mayor’s Office and ensuring pertinent documents are shared with relevant departments.
• Manage, refer and respond to resident emails; addressing inquiries, concerns and complaints. Maintain casework records and follow-up on requests as needed.
• Answer incoming telephone calls from the public and employees; addressing queries or referring them as needed, with appropriate follow-up.
• Welcome guests and dignitaries bringing them into the Mayor’s Office or Boardroom as required.
• Prepare certificates for anniversaries, birthdays, special tributes and other occasions.
• Prepare program greetings as needed.
• Contribute to social media planning.
• Arrange for gifts as required in the absence of the Scheduler.
• Assist with arrangements for meetings and ceremonies as required, paying particular attention to protocol and detail.
• Provide administrative support to the Chief of Staff as required.
• Collect information to support policy development and maintain awareness of City initiatives, Council policies, and municipal matters.
• Provide administrative support to the Office of the Mayor as required.
• Perform other duties as assigned which are directly related to the role with minimal supervision and direction.
  
  

Qualifications

• Post-secondary degree or diploma in Political Science, Public Policy, Municipal Affairs, Sociology or similar area of study, and
• Relevant experience in a fast-paced and performance-based environment. Previous work in a government setting (municipal, federal, or provincial) is an asset.
• Proficiency in Microsoft Word, Excel, Power Point, Outlook, Internet, and web applications.
• Possess superior interpersonal communication skills with the ability to relate to constituents, staff and elected officials with tact and professionalism.
• Previous experience in a government environment at the municipal, federal or provincial level is an asset.
• Must have superior written, oral and visual communication skills, including experience in creating and editing documents, with attention to detail and accuracy.
• Must have the ability to communicate effectively, and write in a clear, professional and timely manner.
• Must possess maturity, initiative, good judgment, have a high level of discretion and be cognizant and respectful of confidentiality.
• Ability to adapt to unexpected changes in workload, adjust priorities as necessary..
• A strong team player working cooperatively with all team members with the ability to balance a number of projects simultaneously and meet deadlines in a complex, quickly changing and high-pressure environment.
• Ability to interpret municipal legislation.
  
  

NOTE

The incumbent must be prepared to work extended hours and comply with all Corporate Health and Safety Policies and Practices for this position and in 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.