Full-time Temporary 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. #Program Secretary - PHS
Union: CUPE Local 5167
Interested applicants please submit your application online at by 4:00 p.m. on April 22, 2026.
Temporary Full-Time up to six (6) months
This posting is for an existing vacancy.
External applicants are considered only after the internal posting process has been completed. Reporting to a Manager, this position provides administrative and clerical support to management and staff in public health services. This position performs a variety of duties including: absence reporting, preparing bank deposits and issuing receipts, preparing cheque requisitions, request for invoice, purchase order requisitions, processing procurement card purchases, replenishing and balancing petty cash reimbursements, entering data (e.g. orders, attendance, etc.), producing and updating documents and program forms, data entry into provincial databases, creating and maintaining confidential client health records, receiving and processing referrals from the public, community service providers and doctors’ offices and providing direct client service, logistical and administrative support for public health programs and services. It may also include inventory management and other administrative duties as assigned.

Processes invoices, conferences and travel forms, education and training paperwork cheque requisitions, request for invoices, petty cash reimbursements, bank deposits, purchase order requisitions, Ministry billings, and procurement card purchases. Tracks payments, orders, and inventory management of safe contents.

Prepares cheque and payment requisitions, request for invoices, purchase order requisitions, education and training paperwork, requests for invoices, procurement card account distributions, petty cash reimbursements, bank deposits for approval and processing.

Reviews invoices for accuracy, assists Program Manager with reconciling transaction discrepancies with Finance and Administration staff.

Inventory management of safe contents.

Maintains weekly absence reporting for the team and vacation schedule.

Conducts queries in PeopleSoft to confirm invoice payments.

Complies with all City purchasing and cash handling policies, procedures and limits.

Assists with the compilation of participant class and workshop materials, facilitator guides and presentation slide decks.

Types and word processes correspondence, agendas, minutes and reports of a general, confidential and technical nature as required.

Prepares and receives intake forms, verifies client information and enters data into MOHLTC and Public Health Services databases with a high degree of integrity and respect for privacy.

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.

Receives incoming referrals from community groups and organizations and doctors’ offices. Supports clinic operations through handling clinic logistics and administration such as: client registration, scheduling follow-up appointments, creating client charts, maintaining filing of confidential health records and data entering clinic statistics.

Administers and schedules public health workshops and classes, processes participant registration, compiles evaluations and issues certificates to participants.

Provides coverage for PHS Reception.

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.

Demonstrated experience as an administrative secretary, normally acquired through a combination of relevant work experience and secretarial and administrative courses.

Must be proficient in Business English.

Excellent computer skills with above average knowledge of Microsoft Office Outlook, Word, and Excel. Ability to become proficient in other PHS/ MOHLTC and Corporate software applications. Good working knowledge of Microsoft Access.

Demonstrated ability to interact professionally with internal customers and related external agencies or professionals.

Highly developed customer service and interpersonal skills. The successful candidate will be required to provide immunization records, which may include TB testing prior to the start of employment to meet the requirements of the Staff Immunization and Surveillance Policy and Procedure

THE INCUMBENT SHALL COMPLY WITH ALL HEALTH AND SAFETY POLICIES AND PRACTICES FOR THIS POSITION AND THE WORKPLACE
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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. If you have an accommodation need, please contact Human Resources as soon as possible to make appropriate arrangements.