Administrative Assistant III

Job Details
Description
Job Status
:
Temporary Full-Time
Union
:
Non-Union
Number of Positions
: 1
Hours of Work:
35 hours per week
Location:
Park Ave Business Center, Chatham Kent Centre Garage: 21659 Communication Rd.
Closing Date
:
July 21, at 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 III in the Public Works department. This temporary full-time opportunity is for a period up to April 2, 2027.
Job Description
The Administrative Assistant III prioritizes, performs and oversees a number of administrative tasks to achieve outcomes required by the Managers, as well as provide project support for director/supervisors and/or staff members.
Essential Responsibilities

• Demonstrate Chatham-Kent’s core values and competencies
• Enter timesheet data for unionized Public Works employees and various contract positions into JD Edwards and WFM systems in assigned area
• Track and calculate vacation and sick entitlements for Public Works CUPE 12.1 employees and/or Supervisors as assigned; track and report employees on long-term disability and WSIB to various departments
• Record and track union regulated overtime list weekly in assigned area
• Run reports in JD Edwards, City View, Microsoft Dynamics, and AVL software as requested
• Complete employee status change documentation as required for both union and non-union employees in assigned area
• Assist with managing permits issued by Public Works using City View software
• Maintain, run reports and analyze data for log checker (CVOR hours of work records) in assigned area
• Work with Mapping systems
• Research information required and assist with inquiries from legal services
• Coordinate order and purchasing of supplies, office and Public Works specific supplies
• Completes clerical tasks, such as processing or route incoming mail, filing, tracking Daily Weather Forecasts
• Assist with Work Orders
• Create purchase orders and blanket orders in JDE
• Prepare agendas, reserve and prepare facilities, attend and participate in Supervisors/Managers meetings and maintain accurate meeting records as requested
• Interpret and ensure compliance of the Collective Agreement between the Municipality of Chatham-Kent and the CUPE, Local 12.1 as required
• Managing and responding to resident and customer inquiries via phone calls
• Overseeing a shared mailbox and addressing Public Works email inquiries
• Assisting with departmental cost recoveries
• Uploading and managing documents in Share Point
• Maintaining records in accordance with TOMRMS standards

Essential Qualifications

• College certificate or diploma (preferably in an office administration related program) preferred, plus six (6) months to two (2) 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
• Demonstrated competency in customer service, including dealing effectively with difficult and irate customers
• Solid understanding of corporate recruitment process requirements
• Advanced knowledge of Public Works processes
• File management experience, preferably with TOMRMS system
• Awareness of project management strategies
• Knowledge of Microsoft Dynamics (or similar program)
• Strong skills in software programs (i.e. EUNA, J.D. Edwards, City View etc.)
• Basic computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook) (or other similar software program) and ability to learn new software applications, as required

Work Environment/hours Of Work

• This position works mostly indoors
• This position works weekday hours, with occasional weekend hours

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 Requirements
Successful candidates will be required to complete a background check prior to commencement of employment. A…