Scheduling Clerical Assistant

The Municipality of Chatham-Kent has openings for two (2) 2-year contract positions as full-time Scheduling Clerical Assistants to work at Riverview Gardens Long-Term Care Home.

**Job description**:
The Scheduling Clerical Assistant for Seniors Services division prioritizes and performs a number of administrative tasks required by the Director, Seniors Services and supports the Director of Nursing and Managers of Long-Term Care (2) by providing clerical support for various administrative tasks and projects. This position is a member of the Scheduling Team that receives staff call-ins and replaces staff according to daily requirements, incidental replacements or deletions and completes onboarding schedules for new staff adhering to two union contract agreements (Unifor and ONA). This position provides scheduling support.

**Essential responsibilities**:
Demonstrate Chatham-Kent’s core values and competencies
Perform a wide range of administrative tasks for management and staff in a municipal environment
Prepare agendas, reserve, and set up facilities, attend and participate in meetings as required, record minutes accurately
Participate in and complete special projects as assigned by the Director, Seniors Services, Director of Nursing or Managers of Long-Term Care (2)
Complete HR related forms for a 400+ staff complement (Records of Employment, Return to Work forms, etc.) and other HR related duties
Receive staff call-ins and manage replacements for shifts according to daily requirements, incidental replacement needs or deletions ensuring that union collective agreements are adhered to.
Determine attendance codes to enter into scheduling software for replacements and payroll purposes
Create orientation schedules for new hires as required and enter data into scheduling software.
Deactivate exiting staff from all internal software programs (Workforce Telestaff, Point Click Care, Punch Clock and Ministry of Long-Term Care [RNs])
Maintain scheduling software database with staff information changes
Provide support and delivery of training to new scheduling staff (internal staff and students)
Provide frontline reception and customer service on a rotating basis to staff and external customers
Receive and screen information, correspondence, visitors, and phone calls using judgement and sensitivity to management’s priorities. Provide information and refer to appropriate individuals if required.
Responsible for coordinating repairs/ supplies for office equipment (printers in various locations)

**Essential qualifications**:
College certificate or diploma required (preferably in an office administration program), plus six (6) months to two (2) years of administrative experience
Must have excellent task management skills, which include organization, attention to detail, time management, multi-tasking, and prioritizing work independently with mínimal direction
Able to adapt to frequent changes of tasks and priorities in a fast-paced department and organization
Strong interpersonal communications skills, strong written and verbal communication skills
Must maintain confidentiality
Experience coordinating and creating schedules
Experience arranging meetings, including facilities, agendas, recording and transcribing minutes
File management experience, preferably with TOMRMS system
Demonstrated competency in customer service, including dealing effectively with difficult and irate customers and staff
Working knowledge of office equipment and procedures (i.e. photocopiers, printers, fax machines, telephone systems)

**Other qualifications**:
Experience with effective project management strategies
Experience working in a unionized environment and with collective agreements

Municipal experience an asset
Experience working in a Long-Term Care environment is an asset
Knowledge of UKG Workforce Telestaff Scheduling System or other similar scheduling software, and call-in procedures an asset

**Work environment/hours of work**:
This position works mostly indoors
This full-time position is scheduled for 35 hours per week
This position works day and evening shifts on weekdays and weekends

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.

**Driver’s license/vehicle requirements**:
Because this position may be required to travel, a valid Province of Ontario driver's license with a reliable motor vehicle is preferred.

**Background check requirements**:
This position works with vulnerable residents in a position of trust and authority, on a sustained and regular basis, in a largely unsupervised capacity. A Vulnerable Sector Screen is required (Fixing Long-Term Care Act section 252 O. Reg. 246/22) prior to being accepted for employment. You must be 18 years of age or older to obtain a vulnerable police check.
All staff members shall promptly provide the employer with a signed declara