The Municipality of Chatham-Kent has openings for our temporary administrative pool for future administrative support positions. These positions will report to various divisions and locations within the Municipality of Chatham-Kent. The duration of these positions may range from a number of weeks to longer term placements up to a number of months.

This position will include testing as a part of the recruitment process.

Essential responsibilities

Demonstrate Chatham-Kent’s core values and competencies

Providing clerical/administrative support with preparing correspondence, reports, PowerPoint presentations, etc.

Photocopying, faxing; handing incoming and outgoing mail, etc.

Receiving and screening information, greeting visitors, answering phone calls; providing information to customers

Inputting data into various types of database programs (including JD Edwards, MS Excel)

Monitoring staff attendance and entitlements, including vacation time, sick time, lieu time, overtime, etc.

Tracking statistics, analyzing data, and preparing reporting

Tracking income and expenditures, including coding of invoices

Coordinating ordering and purchasing of supplies

Preparing for staff or business meetings, including agendas, reserving and preparing facilities, attending meetings, taking and distributing minutes

Arranging and coordinating travel schedules and reservations for management/staff

Preparing payroll forms, including employee status changes, personal information changes, record of employment requests and termination documents

Records management (preferably TOMRMS system)

Assisting with annual budget and quarterly various reports

Dealing effectively with unpleasant/irate callers and visitors

Researching, interpreting, and analyzing information

Experience working with both non-union and union environments, collective agreements, etc.

Essential qualifications

Post-secondary education in an Office Administration program (Executive, Medical, Legal)

Experience required in an Administrative Assistant position providing support to management and staff in the following areas:
Reception experience including answering phone calls

Preparing correspondence, letters, memos, presentations

Handling incoming and outgoing mail (using a postage meter or sending packages through a courier)

Coordinating/scheduling management/staff schedules

Experience with data input, managing databases (including MS Excel and other programs)

Experience with ordering supplies (including coding invoices, and entering them into database)

Experience monitoring staff attendance and entitlements including vacation time, sick time, lieu time, overtime, etc., entering information into a data program

Customer Service experience; dealing effectively with customers, including difficult and irate customers

Verbal and written communication skills

Excellent research skills, including compiling and distributing results

Attention to detail and able to produce highly-accurate work

Excellent planning, organizing and time management skills required to manage the demands of multiple, overlapping time frames and deadlines

Excellent problem solving, decision making, judgement skills

Proven ability to maintain confidentiality

Experience using financial software (i.e. FMW, Oracle, JD Edwards, or similar programs)

Must be able to accept positions on short notice for a period up to three months

Other qualifications

Experience using social media in a business environment an asset

COVID-19 Vaccination

The Municipality of Chatham-Kent no longer requires a COVID-19 vaccination as a condition of employment. Although it is not mandatory to be vaccinated, it is highly encouraged.

Work environment/hours of work

This position works mostly indoors

This position works weekday hours; some positions may be required to work occasional evenings or weekends

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

Essential physical and/or safety requirements

**Sitting**: constant sitting in chair (computer duties, paper work, 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**:

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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.