Job Status: Temporary Full-Time

Union: Non-Union

Number of Positions: 1

Hours of Work: 35

Location: Health & Human Services

Reason for Vacancy: Replacement

Closing Date: July 21, 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 I in the Housing Services division. This temporary full-time opportunity is for a period up to January 15, 2027.

Job description

The Administrative Assistant I of Housing Services, prioritizes, performs and oversees a number of administrative tasks to achieve outcomes required by the Director of Housing Services, as well as provide project support for other staff members.

Essential responsibilities

• Demonstrate Chatham-Kent's core values and competencies
• Provide administrative assistance to senior management in a municipal (or other government related) environment.
• Arrange and coordinate travel schedules and reservations
• Create/author and/or edit reports, correspondence, e-mails, policies and faxes on behalf of the Director; review e-mail messages sent to the Director and when appropriate, respond or assign to the appropriate individuals. Proofread all divisional reports to Council, and/or EMT, boards, commissions, committees, suggest changes where necessary, and maintain a record of these reports
• Prepare agendas, reserve and prepare facilities, attend and participate in divisional meetings and other meetings as required, as well as maintain accurate minutes
• Order and purchase supplies
• Maintain records for the division
• Participate in special projects as assigned by the Director
• Support Program Managers and staff with use of UKG software forstaff attendance and entitlements including vacation time, sick time, lieu time, overtime, etc.
• Schedule interviews, prepare interview packages, and complete necessary new hire forms
• Manage through UKG new staff changes andcompletenew hire forms
• Receive and screen information, correspondence, visitors, and phone calls using judgement and sensitivity to the Director's priorities. Provide information and refer visitors to appropriate individuals
• Submit any requests for service issues for the division; manage any work orders assigned to the division
• Organize and track the income and expenditures of the division and perform accounting functions including the coding of invoices
• Complete various tasks and prepare reports in Arcori, JDE, YARDI, or similar housing related software
• Knowledge of municipal recruitment program
• Prepare Performance Management documentation and ensure processes are complete
• Knowledge of housing services programs

Essential qualifications

• College certificate or diploma (preferably in an office administration related program), plus four to six years of related administrative experience
• Several years' experience working in a municipal environment or other government related environment supporting senior management positions
• Experience coordinating schedules and travel arrangements
• Experience preparing reports (i.e. Council, EMT, etc.); draft/edit legal agreements, Request for Proposal, Request of Information, tenders and quotes as required.
• Excellent skills and experience with arranging meetings, including facilities, agendas, recording and transcribing minutes
• Experience ordering and purchasing of supplies for the division
• 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
• Knowledge of CRM (or similar program)
• Advanced skills in software programs (i.e. Questica, J.D. Edwards, etc.)
• Advanced computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook) (or other similar software program) and ability to learn new software applications, as required

Other qualifications

• Knowledge of Property Management systems. and how to export to MS Excel for further manipulation of data summaries

Work environment/hours of work

• This position works indoors
• This position works weekday hours

Working Remotely

This position has been approved for remote working, at the discretion of the supervisor based on the Working Remotely Policy.

This position may be required to attend on-site meetings in order to complete essential responsibilities of the role. As per the Working Remotely Policy, employees scheduled to work remotely on a certain day may occasionally be called to a municipal onsite work location on short notice. Employees must remain flexible to accommodate municipal requirements and be prepared to be called in on short notice.

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

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.; some positions may be required to travel to different sites)
• Reaching: occasional reaching above shoulder, below shoulder, forward, backward, handling (up to 6.8 kg or 15 lbs) (accessing files and binders located in multi-level filing systems; some files may be at various levels; reaching depends on workstation and where files are maintained)
• Hands: constant fine finger dexterity (movement), mousing (computer, mousing, scrolling, file/paperwork, telephone, copier, faxing, postage machine, etc.; stapling)

Benefits

This temporary full-time position has an hourly wage of $40.852 to $46.181 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

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.