Administrative Assistant II

Description

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Job Status: Temporary Full-Time

Union: Non-Union

Number of Positions: 1

Hours of Work: 35

Location: Park Ave. Business Centre

Reason for Vacancy: Replacement

Closing Date: May 5, , 11:59pm EST. Applications received after this deadline will not be accepted.

The Municipality of Chatham-Kent has an opening for a temporary full-time Administrative Assistant II in the Public Works division. This temporary opportunity is for a period up to March .

Job description

The Administrative Assistant II will prioritize, perform, and oversee a number of administrative tasks to achieve outcomes required by the Director/Manager, as well as provide project support for managers/supervisors and/or staff members.

Essential responsibilities

• Demonstrate Chatham-Kent's core values and competencies
• Provide administrative assistance to management
• Arrange and coordinate travel schedules and reservations
• Create/author and/or edit correspondence, e-mails, policies and faxes on behalf of the Direct/Managers; review e-mail messages sent to the Direct/Managers and when appropriate, respond or assign to the appropriate individuals; proof read all functional area reports to Council boards, commissions, committees and/or EMT, suggest changes where necessary, and maintain a record of these reports
• Prepare agendas, reserve and prepare facilities, attend and participate in meetings as required, as well as maintain accurate minutes
• Order and purchase supplies
• Maintain records for the functional area
• Participate in special projects as assigned by the Director/Managers
• Assist with identifying and scheduling divisional training requirements
• Provide assistance in researching, compiling, and submitting documentation as requested by the Director/Manager and/or the Legal department
• Assist in the preparation and monitoring of the functional area's annual budget
• Receive and screen information, correspondence, visitors, and phone calls using judgement and sensitivity to the Manager's priorities; provide information and refer visitors to appropriate individuals
• Organize and track the income and expenditures of the functional area and perform accounting functions including the coding of invoices
• Cost recovery analysis and invoicing
• Coordinate (or assist with) aspects of recruitment; including preparing recruitment documentation and ensuring hiring processes are complete

Essential qualifications

• College certificate or diploma (preferably in an office administration related program), plus two to four years of related administrative experience
• Experience working in a municipal environment or other government related environment supporting management positions
• Experience coordinating schedules and travel arrangements
• Experience proofing and editing reports (i.e. Council, EMT, etc.)
• Experience arranging meetings, including facilities, agendas, recording and transcribing minutes
• Experience ordering and purchasing of supplies for the functional area; coding/processing invoices
• Experience with statistical reporting and tracking capabilities and database management
• Solid understanding of budget process, preferably municipal budget process
• Demonstrated competency in customer service, including dealing effectively with difficult and irate customers
• Solid understanding of corporate recruitment process requirements
• File management experience, preferably with TOMRMS system
• Experience using effective project management strategies
• Knowledge of Microsoft Dynamics (or similar program)
• Advanced skills in software programs (i.e. Euna, J.D. Edwards, etc.)
• Strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook, Sharepoint) (or other similar software program) and ability to learn new software applications as required

Other qualifications

• Experience working in a Public Works environment an asset

Work environment/hours of work

• This position works indoors
• This position works weekdays with occasional evening hours

Driver's licence/vehicle requirements

Because this position would be required to travel, a valid Province of Ontario driver's license with a reliable motor vehicle is preferred.

Background check requirements

Successful candidates will be required to complete a background check prior to commencement of employment. A background check may include the following: Police Criminal Record Check, education/certification verification, and employment reference check.

Essential physical and/or safety requirements

• Sitting: constant sitting in chair (computer duties, paperwork, telephone, etc.; some positions may be required to travel to different sites)
• Hands: constant fine finger dexterity (movement), mousing (computer, mousing, scrolling, file/paperwork, telephone, copier, faxing, postage machine, etc.; stapling)

Benefits

This temporary full-time position has an hourly wage of $30. to $35. and will receive 15% in lieu of benefits (which includes group benefits, statutory & non-statutory holidays, and non-enrolment in OMERS) and 4% vacation pay. Where a permanent employee is receiving benefits and is the successful candidate for a temporary vacancy, benefits will remain as per the policy manual.

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The Municipality of Chatham-Kent is an equal opportunity employer, committed to fair and accessible employment practices that attract and retain talented employees in a workplace that is inclusive, supportive, and reflective of the diverse community we serve.

The Municipality does not use artificial intelligence or automated decision‑making tools in its recruitment or selection processes; all hiring decisions are made by people.

Should you require accommodations during the recruitment process, please contact Human Resources & Organizational Development (HROD) at --. Applicant information is collected under the authority of the Municipal Freedom of Information and Privacy legislation and will be used strictly for the purpose of candidate selection.