Administrative Assistant

**Division: Public Health**

**Job Status: Temporary (Long-Term) Part Time**

**Number of Positions: 1**

**Hours of Work: Monday through Friday, 8:30 am - 4:30 pm, 23 hours per week**

**Wages: $34.73 - $41.35 per hour**

**Posting Date: Monday, July 14, 2025**

**Closing Date: Sunday, July 27, 2025**

**Company Biography**

The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126,000 residents. The Corporation's seven divisions operate programs and services for the residents of Lambton County such as land ambulance, provincial offences court, three Long-Term Care Homes, 25 library branches, two museums, an art gallery, archives, local roadways, public health services, housing services, social services, building services and planning and development services. Lambton County is a community dedicated to economic growth, environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.

**Position Summary**

Provides comprehensive administrative support to the Public Health Service Areas contributing to efficient operations in administration, client service, facilities, finance, human resources, health and safety, internal communications, IT coordination, privacy and governance, and project support.

**Job Duties and Responsibilities**

**Administration**
- Manage calendars and schedule meetings for management staff.
- Book meeting rooms and manage recurring meeting schedules.
- Draft and distribute correspondence, memos, meeting minutes, reports, and policy updates.
- Maintain electronic and hard copy administrative files, records, and directories (e.g., asset inventory, employee files, business cards, name tags).
- Compile information and data for reporting.
- Advise the Service Area Manager of any irregularities or problems, which may arise in areas of assigned responsibility.

**Client Service**
- Assist with internal requests for equipment, space bookings, or documentation.
- Coordinate interoffice communications to support timely response and service delivery.

**Facilities and Operations**
- Coordinate key, locker, and access card distribution and documentation by maintaining logs and liaising with Facilities for changes.

**Finance**
- Administer all Service Area purchasing cards including reconciling monthly statements, collecting receipts, and verifying purchase requests and approvals.
- Generate and process Purchase Orders (POs).
- Track capital asset inventories and coordinate updates with the County’s TCA Coordinator.
- Maintain purchasing files and follow County purchasing procedures and thresholds.

**Health and Safety**
- Act as a management member of the LPH Health and Safety Committee.
- Conduct mask fit-testing for staff as needed.
- Facilitate emergency drills, update the Internal Emergency Response Plan, and manage orientation materials.
- Schedule and deliver facility health and safety orientations for new/returning employees.
- Administer RAVE or other applicable mass notification database entries and updates.

**Human Resources**
- Coordinate new employee onboarding tasks including equipment assignment, space prep, and system access.
- Maintain and update annual vacation schedules and onboarding/offboarding checklists.
- Complete Employee Data Forms for changes (e.g., hires, terminations, leaves).
- Maintain employee files and HR tracking tools.

**Information Technology**
- Submit IT tickets for new staff, equipment updates, access requests, and phone changes as needed.
- Conduct regular access audits and coordinate with IT for updates.
- Track and assign IT assets (cell phones, laptops, iPads).
- Support onboarding/offboarding with access card programming and equipment distribution.

**Internal Communications**
- Draft and distribute correspondence, memos, meeting minutes, reports, and policy updates.
- Support internal messaging platforms or channels (e.g., Teams, intranet, SharePoint).
- Maintain up-to-date internal telephone directories and organizational charts.
- Support communication workflows for onboarding, training, emergency drills, and meetings.
- Participate in and help organize meetings and internal work groups.

**Privacy, Risk, and Governance**
- File and retrieve documents using TOMRMS filing system.
- Support Service Area compliance with privacy, and records management requirements.
- Support policy and procedure maintenance and coordinate updates.
- Assist in compiling and formatting Council reports and managing submission schedules.
- Check documents for accessibility using tools in MS Word.
- Coordinate document destruction and annual cycle.

**Project Management**
- Provide administrative support for large projects (e.g., scheduling, communications, PO processing).
- Assist with special assignments and priority initiatives.
- Maintain timelines and coordinate contractor or vendor appointments.
- Support proje