Administrative Assistant I

Job information Administrative Assistant I from the Company Chatham-Kent, this latest Administrative Assistant I job vacancy is located in the city Chatham-Kent, ON N7M 0N2. This latest job opening is open to job seekers who have the latest education / graduate . Job Vacancies in this Administrative field have been opened and published up to the specified time.

Job Responsibility:

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 .

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
• Monitor staff attendance and entitlements and enter information into HRIS program including vacation time, sick time, lieu time, overtime, etc. and ensure division information is complete and accurate
• 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 ACR (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

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 $38.896 to $43.970 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.

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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.

Should you require accommodations during the recruitment process, please contact Human Resources & Organizational Development (HROD) at 519-360-1998. Applicant information is collected under the authority of the Municipal Freedom of Information and Privacy legislation and will be used strictly for the purpose of candidate selection.