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.…