Administrative Assistant Ii

The Municipality of Chatham-Kent has an opening for a permanent full-time Administrative Assistant II in the Employment & Social Services division.

Job description

The Administrative Assistant II prioritizes, performs and oversees a number of administrative tasks to achieve outcomes required by the Director as well as provides project support for Program Managers, Supervisors and the Administrative Assistant I.

Essential responsibilities

Demonstrate Chatham-Kent’s core values and competencies

Provide administrative assistance to management in a municipal (or other government related) environment.

Arrange and coordinate travel schedules and reservations

Prepare agendas, reserve and prepare facilities, attend and participate in meetings as required, as well as maintain accurate minutes

Manage municipal web site pages as required by the functional area

Order and purchase supplies

Maintain records for the functional area

Participate in special projects as assigned by the Manager

Monitor staff attendance and entitlements and enter information into INFO: HR including vacation time, sick time, lieu time, overtime, etc. and ensure functional area information is complete and accurate

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

Maintain numerous information databases

Conduct research, collate data and information and prepares finding and information in appropriate format for use in reports, newsletters, educational documents, marketing, etc.

Knowledge of Employment and Social Services as well as Homeless Prevention programs

Essential qualifications

College certificate or diploma (preferably in an office administration related program), plus two (2) to four (4) 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

Experience managing municipal web site pages

Experience ordering and purchasing of supplies for the functional area

File management experience, preferably with TOMRMS system

Experience using effective project management strategies

Experience with statistical reporting and tracking capabilities and database management including tracking vacation time, lieu time, sick time, overtime, in an HRIS program

Demonstrated competency in customer service, including dealing effectively with difficult and irate customers

Other qualifications

Experience with data entry

Work environment/hours of work

This position works indoors

This position works weekday hours, with occasional evening and weekend hours

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 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**:
This permanent full-time position will receive benefits including: participation in the OMERS pension plan (mandatory), vacation entitlement and a comprehensive benefit package that includes life insurance, accidental death and dismemberment, short and long term disability, extended health and dental benefits following the successful completion of a 3 month waiting period.
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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.