Administrative Assistant III

Job Status: Temporary Full-Time

Union: Non-Union

Number of Positions: 1

Hours of Work: 35 hours per week

Location: Park Ave Business Center, Chatham Kent Centre Garage: 21659 Communication Rd.

Closing Date: July 21, at 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 III in the Public Works department. This temporary full-time opportunity is for a period up to April 2, 2027.

Job description:

The Administrative Assistant III prioritizes, performs and oversees a number of administrative tasks to achieve outcomes required by the Managers, as well as provide project support for director/supervisors and/or staff members.

Essential responsibilities:

• Demonstrate Chatham-Kent’s core values and competencies
• Enter timesheet data for unionized Public Works employees and various contract positions into JD Edwards and WFM systems in assigned area
• Track and calculate vacation and sick entitlements for Public Works CUPE 12.1 employees and/or Supervisors as assigned; track and report employees on long-term disability and WSIB to various departments
• Record and track union regulated overtime list weekly in assigned area
• Run reports in JD Edwards, City View, Microsoft Dynamics, and AVL software as requested
• Complete employee status change documentation as required for both union and non-union employees in assigned area
• Assist with managing permits issued by Public Works using City View software
• Maintain, run reports and analyze data for log checker (CVOR hours of work records) in assigned area
• Work with Mapping systems
• Research information required and assist with inquiries from legal services
• Coordinate order and purchasing of supplies, office and Public Works specific supplies
• Completes clerical tasks, such as processing or route incoming mail, filing, tracking Daily Weather Forecasts
• Assist with Work Orders
• Create purchase orders and blanket orders in JDE
• Prepare agendas, reserve and prepare facilities, attend and participate in Supervisors/Managers meetings and maintain accurate meeting records as requested
• Interpret and ensure compliance of the Collective Agreement between the Municipality of Chatham-Kent and the CUPE, Local 12.1 as required
• Managing and responding to resident and customer inquiries via phone calls
• Overseeing a shared mailbox and addressing Public Works email inquiries
• Assisting with departmental cost recoveries
• Uploading and managing documents in SharePoint
• Maintaining records in accordance with TOMRMS standards

Essential qualifications:

• College certificate or diploma (preferably in an office administration related program) preferred, plus six (6) months to two (2) 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 preparing reports (i.e. Council, EMT, etc.)
• Experience arranging meetings, including facilities, agendas, recording and transcribing minutes
• Demonstrated competency in customer service, including dealing effectively with difficult and irate customers
• Solid understanding of corporate recruitment process requirements
• Advanced knowledge of Public Works processes
• File management experience, preferably with TOMRMS system
• Awareness of project management strategies
• Knowledge of Microsoft Dynamics (or similar program)
• Strong skills in software programs (i.e. EUNA, J.D. Edwards, CityView etc.)
• Basic computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook) (or other similar software program) and ability to learn new software applications, as required

Work environment/hours of work:

• This position works mostly indoors
• This position works weekday hours, with occasional weekend hours

Driver’s license/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.)
• Hands: constant fine finger dexterity (movement), gripping, mousing (computer, mousing, scrolling, file/paperwork, telephone, copier, faxing, postage machine, etc.)

Benefits

This temporary full-time position has an hourly wage of $26.811 to $29.097 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.

Notice to Internal Municipal Employees only:

When internal employees are applying to temporary vacancy and want to maintain their permanent status: positions posted as “temporary” may be filled with permanent employees (full-time, part-time and call-in) who want to keep their permanent status provided their ability to be released to a temporary position is reviewed and approved with their current manager/supervisor before submitting an application.

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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 519-360-1998. 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.