Administrative Secretary, Licensing & By-Law Services

City of Hamilton, Ohio

Administrative Secretary providing secretarial and administrative support for the City of Hamilton's Planning & Economic Development. Scheduling meetings, preparing correspondence, and managing office tasks.

Posted 6/14/2026full-timeHamilton • 🇨🇦 CanadaMid-LevelSenior💰 CA$33 - CA$36 per hourWebsite

About the role

Key responsibilities & impact

Provides secretarial and administrative duties for the Managers and sectional staff.
Responsibilities include scheduling meetings, preparation of correspondence and minutes, maintaining sectional files and tracking, and other related administrative duties.
Prepares, composes and proofreads correspondence on a variety of routine matters.
Drafts communication for general staff notices or information to be shared for the consideration of the Managers.
Acts as a contact for Managers and ensures information is disseminated to appropriate staff.
Schedules appointments, arranges meetings including the preparation and distribution of agendas and other materials, books meeting rooms, set-up of audio-visual equipment, coordination of food/beverage as required and informs participants of same.
Takes dictation/minutes of meetings and performs transcription as required.
Records and reports approved staff absences, vacation, overtime, premiums, other HR and financial related items.
Coordinates arrangements for staff training, attendance at courses, workshops, conferences, and memberships as required.
Sets up and maintains an office filing system (hard copy and electronic) for correspondence, reports, documents, records, and financials in accordance with the Records Retention By-law, including tracking and updating employee training, inventory and contact lists, and similar items.
Coordinates general office functioning tasks including, requisitioning and maintaining an inventory of office supplies and equipment; assisting with office equipment malfunctions or required maintenance/calibration, sorting and distributing incoming mail, processing outgoing mail, courier deliveries, filing and photocopying.
Orders supplies, equipment, uniforms, protective wear, computers, software, and cellular devices for staff; coordinates onboarding equipment and support for new staff as required.
Manage and maintain invoices, PCard, and coordinates Manager approvals. Investigates discrepancies and reconciles outstanding balances.
Works with other divisional Administrative Secretary to ensure area coverage is maintained during absences such as vacation, hybrid work, meeting attendance, lunch hours/breaks, etc.
Provides support and back up to other Sectional Administrative Secretaries and to the Director’s Administrative Assistant.

Requirements

What you’ll need

Previous business office/administrative experience related to the duties listed above.
Previous experience working in a by-law enforcement environment considered an asset.
Demonstrated experience in a computerized environment.
Intermediate knowledge of Microsoft Office (Word, Outlook, PowerPoint and Excel).
Ability to input data at an intermediate level with a high degree of accuracy.
Experience with data management and invoicing software would be considered an asset.
Demonstrated ability to communicate effectively, both verbally and in writing.
Proficiency in Business English (excellent grammar and spelling skills).
Excellent interpersonal skills, initiative, good judgment, and the ability to provide guidance and take a leadership role when necessary.
Demonstrated strong customer service skills and the ability to interact professionally with elected officials, staff, customers, clients, and the general public with tact and professionalism.
Demonstrated excellent administrative and organizational skills.
Demonstrated self-motivator, self-directed worker that requires minimal supervision, ability to carry out instructions without detailed direction, multi-task and work under pressure to meet tight deadlines.

Benefits

Comp & perks

🌐 Worldwide ❌ Jobs You've Hidden ⭐️ Saved Jobs ✅ Applied Jobs ✉️ Email Alerts 👤 Account City of Hamilton, Ohio Website LinkedIn All Job Openings 501 - 1000 employees Founded 1791 About Hamilton, Ohio. Located on the Great Miami River in the heart of the Cincinnati-Dayton metroplex, Hamilton stands as the 10th largest city in the state. With a rich history and a commitment to progress, Hamilton is home to approximately 63,000 residents who contribute to the city's vibrant and diverse community. The City of Hamilton is the only municipality in Ohio to own and operate all four major utilities: electric, gas, water, and wastewater. The City prides itself on having more than 50% of its power generated by renewable resources. Hamilton has garnered numerous accolades, both on a national and international level, in recognition of its exceptional water taste and quality. Being the County Seat of Butler County, Hamilton is the area center for government, finance, and industry. For more information, please visit www.hamilton-oh.gov. Administrative Secretary, Licensing & By-Law Services Job not on LinkedIn 🔥 1 hour ago 🏢🏡 Hamilton – Hybrid 💵 $32 - $35 / hour ⏰ Full Time 🟡 Mid-level 🟠 Senior 👨‍💼 Executive Assistant Apply Now Find Hiring Managers Customize resume + cover letter Report problem ☆ Save ☑️ Mark as applied ❌ Hide 📋 Description
Provides secretarial and administrative duties for the Managers and sectional staff.
Responsibilities include scheduling meetings, preparation of correspondence and minutes, maintaining sectional files and tracking, and other related administrative duties.
Prepares, composes and proofreads correspondence on a variety of routine matters.
Drafts communication for general staff notices or information to be shared for the consideration of the Managers.
Acts as a contact for Managers and ensures information is disseminated to appropriate staff.
Schedules appointments, arranges meetings including the preparation and distribution of agendas and other materials, books meeting rooms, set-up of audio-visual equipment, coordination of food/beverage as required and informs participants of same.
Takes dictation/minutes of meetings and performs transcription as required.
Records and reports approved staff absences, vacation, overtime, premiums, other HR and financial related items.
Coordinates arrangements for staff training, attendance at courses, workshops, conferences, and memberships as required.
Sets up and maintains an office filing system (hard copy and electronic) for correspondence, reports, documents, records, and financials in accordance with the Records Retention By-law, including tracking and updating employee training, inventory and contact lists, and similar items.
Coordinates general office functioning tasks including, requisitioning and maintaining an inventory of office supplies and equipment; assisting with office equipment malfunctions or required maintenance/calibration, sorting and distributing incoming mail, processing outgoing mail, courier deliveries, filing and photocopying.
Orders supplies, equipment, uniforms, protective wear, computers, software, and cellular devices for staff; coordinates onboarding equipment and support for new staff as required.
Manage and maintain invoices, PCard, and coordinates Manager approvals. Investigates discrepancies and reconciles outstanding balances.
Works with other divisional Administrative Secretary to ensure area coverage is maintained during absences such as vacation, hybrid work, meeting attendance, lunch hours/breaks, etc.
Provides support and back up to other Sectional Administrative Secretaries and to the Director’s Administrative Assistant. 🎯 Requirements
Previous business office/administrative experience related to the duties listed above.
Previous experience working in a by-law enforcement environment considered an asset.
Demonstrated experience in a computerized environment.
Intermediate knowledge of Microsoft Office (Word, Outlook, PowerPoint and Excel).
Ability to input data at an intermediate level with a high degree of accuracy.
Experience with data management and invoicing software would be considered an asset.
Demonstrated ability to communicate effectively, both verbally and in writing.
Proficiency in Business English (excellent grammar and spelling skills).
Excellent interpersonal skills, initiative, good judgment, and the ability to provide guidance and take a leadership role when necessary.
Demonstrated strong customer service skills and the ability to interact professionally with elected officials, staff, customers, clients, and the general public with tact and professionalism.
Demonstrated excellent administrative and organizational skills.
Demonstrated self-motivator, self-directed worker that requires minimal supervision, ability to carry out instructions without detailed direction, multi-task and work under pressure to meet tight deadlines. Apply Now 📊 Check your resume score for this job Improve your chances of getting an interview by checking your resume score before you apply. Check Resume Score 🌐 Worldwide Built by Lior Neu-ner. I'd love to hear your feedback — Get in touch via DM or support@remoterocketship.com Search Search Jobs by country Search jobs by city Search jobs by job title Search entry-level jobs Search junior-level jobs Search senior-level jobs Search jobs by tech stack Search jobs by contract type Search remote internships Search remote part-time jobs Remote jobs Anywhere in the World Companies Hiring Anywhere in the World Companies Hiring Sales People Anywhere in the World Companies Hiring Software Engineers Anywhere in the World Resources Advice Tips for finding remote jobs Interview questions and answers Resume examples Cover letter examples Post a job Affiliates Privacy policy Terms of service Job board SEO course AI Apply Copilot OpenClaw job finder Jobs by Country Remote jobs anywhere in the world (Worldwide remote jobs) Remote jobs United States Remote jobs Australia Remote jobs Brazil Remote jobs Canada Remote jobs France Remote jobs Ireland Remote jobs Germany Remote jobs Netherlands Remote jobs Spain Remote jobs UK Popular Jobs Remote data analyst jobs Remote customer support jobs Remote executive assistant jobs Remote marketing jobs Remote product designer jobs Remote product manager jobs Remote project manager jobs Remote recruiter jobs Remote sales jobs Remote software engineer jobs Jobs by Type Remote full-time jobs Remote part-time jobs Remote contract jobs Remote internship jobs Remote entry-level jobs Remote jobs with no experience required Remote junior jobs (1-3 years of experience) Digital nomad jobs Remote jobs with no degree required Freelance remote jobs Temporary remote jobs Remote jobs hiring now Stay at home mom jobs

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Hard Skills & Tools

data managementinvoicingdictationtranscriptionschedulingproofreadingrecord keepinginventory managementmeeting coordinationcorrespondence preparation

Soft Skills

communicationinterpersonal skillsinitiativegood judgmentcustomer serviceorganizational skillsself-motivationleadershipmulti-taskingability to work under pressure