Job ID #31729: Child & Adolescent 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 #31729: Child & Adolescent Secretary

Union: CUPE Local 5167

Job Description ID #: 294

Close date: Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on February 18, 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.

SUMMARY OF DUTIES

Reporting to the Supervisor, Clinics - CAS perform confidential secretarial and clerical duties associated with the operations of Child & Adolescent Services program.

GENERAL DUTIES

Type, word process and compose correspondence, agendas, minutes and reports of a general, confidential and clinical nature.

Track clinical files for team members such as completing follow-up calls for clinical team members, supporting client discharge processes within client information system, booking/rescheduling appointments, , collecting case information and following up on cases to be reviewed.

Maintain office filing system and inputting information into client information system, such as confidential client and correspondence files.

Prepare cheque and payment requisitions, request for invoices, purchase order requisitions, education and training paperwork, procurement card distributions.

Process invoices, conferences and travel forms, education and training paperwork, cheque requisitions, request for invoices, purchase order requisitions, procurement card purchases.  Maintains and reports attendance for programs as requested by Leadership. 

Compile statistics and reports such as caseloads and referrals.

Receives incoming calls from clients and community partners related to service eligibility and/or referral process Determines urgency of request for information and re-routes to appropriate leadership and/or clinical staff.

Record and verify client intake information/registration, including history and nature of program, from referral source with high degree of integrity and respect for privacy.

Book and arrange meetings, compile Agenda.  Take and transcribe Minutes of meetings.

Receive and answer enquiries from parents, clients, staff, the public, community agencies and distraught persons by telephone and in person on a diverse range of issues by determining their needs and referring to appropriate staff for resolution as required.

Greet public and direct visitors to appropriate individuals.

Maintain common areas, program materials and resources necessary for clinical staff and client families, including oversight and maintenance of reception area, treatment program curriculum, program snacks and materials.

Open and close the office and report maintenance problems in accordance with approved clinic policy and processes.

Sort and distribute incoming mail, process outgoing mail, maintains current mailing lists; update bulletin board.

Input and retrieve client data.

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

QUALIFICATIONS

Demonstrated business office and reception experience related to duties listed above normally acquired through a combination of secretarial and administrative courses and relevant work experience.

Experience in a computerized environment with above advanced working knowledge of Microsoft Outlook, Word and Excel.  Demonstrated proficiency with data base entry.

Demonstrated ability to communicate professionally with clients by telephone and in person with tact and patience and redirect calls and inquiries as appropriate.

Must be proficient in Business English and possess good organizational skills.

Demonstrated interpersonal skills with proven ability to deal with difficult situations experience in dealing with the public including community agencies.

Demonstrated ability to provide excellent client service in a respectful and empathetic manner.

NOTE: 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 Policy HSW-01 Staff Proof of Immunity to Vaccine Preventable Diseases.

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.