Contract Support Clerk

Position Details

• Close date: 2026-09-09
• Duration: Up to 18 months
• Vacancy type: This posting is for an existing vacancy
• Department: Corporate Facilities & Energy Management

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.

Summary of Duties

Reporting to the Program Manager of the Quality Management Office, the Contract Support Clerk performs the necessary duties related to the daily activities of operational contract management of the Corporate Facilities & Energy Management Division.

General Duties

• Assist and support the Senior Analyst, Contracts with various aspects of overall contract administration throughout the contract lifecycle (i.e., from pre-contract issuance to post-contract award), including vendor performance.
• Prepare, coordinate and file purchase order requisitions and associated documents, including coordination of supporting documentation for service contracts and roster assignments. Maintains processes to ensure program documentation, invoices, service reports and plans are relevant, accurate and complete.
• Manage and maintain operational contract and financial tracking documents by reviewing budget and purchase order information, ensuring accurate data entry, and supporting budget monitoring and reporting activities.
• Provide contract support with organization and tracking of specifications for inclusion into Requests for Quotations, Requests for Pre-Qualifications, Requests for Proposals and Requests for Tenders, including preparation of site listing information and service report compliance.
• Create, update and/or maintain inventory site lists for Divisional and Corporate contracts utilized by Division, utilizing Microsoft Excel spreadsheets with comprehensive pivot tables and vertical lookup or other assigned inventory management software as required, identifying contracts in place at locations, contract information including budget, term and applicable specifications, etc.
• Perform analysis on average annual spend vs. contractual obligations to establish purchase order values for contract terms and funding amendments, ensuring data accuracy.
• Work in accordance with the Finance and Procurement Policy and procedures, and industry best practices.
• Provide ongoing support and direction regarding various service contracts to Corporate Facilities & Energy Management staff.
• Query information from ARCHIBUS, EAM, and/or other assigned computerized maintenance management software as required to obtain information including, but not limited to, location specific details, equipment inventory details, contractual services details, etc.
• Maintain tracking document related to purchase orders commitments, available spend and requirement to add funds. Provide training to Divisional staff on tracking documentation, spreadsheet use and functionality as required.
• Participate in continuous improvement opportunities relating to contract management and various Divisional practices and procedures. Assist with the development, implementation, and management of strategic and operational planning processes within the Division as part of the Quality Management Office.
• Create documents that include hyperlinks to related documents.
• Utilize PowerPoint and GISNet or other relevant aerial information for the purposes of creating and maintaining comprehensive site-specific aerial maps for inclusion with contract specifications.
• Preparation and photocopying reports and facility information for staff. Assist in the preparation of flyers, brochures and other promotional materials.
• Be proficient in the use of Microsoft Office and Office 365 suite of products.
• Coordinate various vendor meetings; transcribe and distribute minutes as required.
• Work in accordance with provisions of applicable Health and Safety legislation and all City of Hamilton corporate and departmental policies and procedures related to Occupational Health and Safety.
• Perform other duties assigned which are directly related to the major responsibilities of the job.

Qualifications

• Previous office experience related to duties listed above normally acquired by a combination of education and related work experience.
• Experience creating electronic templates and reports, formatting documents and maintaining existing documentation to incorporate visual data such as charts, graphs and aerial maps with legend for reference.
• Demonstrated proficiency within a computerized environment in the use of and advance knowledge of Microsoft Office Suite, including Word, Excel and PowerPoint, and Office 365.
• Must possess advanced Microsoft Excel skills. Advanced level competency for creating and maintaining multiple spreadsheets that link data from various sources. Experience and competency with advanced formula functions, including but not limited to, use of pivot tables, V-lookup, etc.
• Working knowledge of database software (experience with ARCHIBUS, Asset Planner, EAM and SharePoint are considered an asset).
• Must have knowledge and experience in dealing with procurement in a public environment.
• Above average interpersonal and communication skills required.

Interested applicants please submit your application online at www.hamilton.ca/city-council/jobs-city by 4:00 p.m. on September 9, 2026.

External applicants are considered only after the internal posting process has been completed. Only applicants chosen for an interview will be contacted.