Temp Admin Pool - Jobs in Chatham-Kent, ON

Job Description

The Municipality of Chatham-Kent has an opening for our temporary administrative pool for future administrative assistant position. These positions will report to various divisions and locations within the Municipality of Chatham-Kent. These positions will be for a period up to a few days or weeks but a maximum of three months.This position will include testing as a part of the recruitment process.Essential responsibilitiesDemonstrate Chatham-Kent’s core values and competenciesProviding clerical/administrative support with preparing correspondence, reports, PowerPoint presentations, etc.Photocopying, faxing; handing incoming and outgoing mail, etc.Receiving and screening information, greeting visitors, answering phone calls; providing information to customersInputting data into various types of database programs (including JD Edwards, MS Excel)Monitoring staff attendance and entitlements, including vacation time, sick time, lieu time, overtime, etc.Tracking statistics, analyzing data, and preparing reportingTracking income and expenditures, including coding of invoicesCoordinating ordering and purchasing of suppliesPreparing for staff or business meetings, including agendas, reserving and preparing facilities, attending meetings, taking and distributing minutesArranging and coordinating travel schedules and reservations for management/staffAssisting with recruitment, including preparing interview packages, contacting candidates to setup interview times, etc.Preparing payroll forms, including employee status changes, personal information changes, record of employment requests and termination documentsRecords management (preferably TOMRMS system)Assisting with annual budget and quarterly various reportsCommunicating verbal/written/e-mail messages in a timely manner to a variety of internal and external customersDealing effectively with unpleasant/irate callers and visitorsResearching, interpreting, and analyzing informationExperience working with both non-union and union environments, collective agreements, etc.Essential qualificationsPost-secondary education in an Office Administration program (Executive, Medical, Legal)Experience required in an Administrative Assistant position providing support to management and staff in the following areas:Reception experience including answering phone callsPreparing correspondence, letters, memos, presentationsHandling incoming and outgoing mail (using a postage meter or sending packages through a courier)Coordinating/scheduling management/staff schedulesCoordinating meetings, including sending out/scheduling invitations (by email, mail ,etc.), preparing agendas, reserving/booking and preparing facilities or meeting room, attending and participating in meetings and other meetings, taking and transcribing accurate minutesExperience with data input, managing databases (including MS Excel and other programs)Experience with ordering supplies (including coding invoices, and entering them into database)Experience monitoring staff attendance and entitlements including vacation time, sick time, lieu time, overtime, etc., entering information into a data programCustomer Service experience; dealing effectively with customers, including difficult and irate customersVerbal and written communication skillsExcellent research skills, including compiling and distributing resultsAttention to detail and able to produce highly-accurate workExcellent planning, organizing and time management skills required to manage the demands of multiple, overlapping time frames and deadlinesExcellent problem solving, decision making, judgement skillsProven ability to maintain confidentialityExperience using financial software (i.e. FMW, Oracle, JD Edwards, or similar programs)Must be able to accept positions on short notice for a period up to three monthsAdvanced computer skills including Microsoft Word, Excel, PowerPoint, email and internet (or other similar software programs)Other qualificationsExperience using social media in a business environment an assetMunicipality of Chatham-Kent COVID-19 Vaccination PolicyThe Municipality of Chatham-Kent has a mandatory COVID-19 vaccination policy. All new employees must be fully vaccinated as a condition of employment unless approved for an exemption.Work environment/hours of workThis position works mostly indoorsThis position works weekday hours; some positions may be required to work occasional evenings or weekendsDriver’s licence/vehicle requirementsBecause this position would be required to travel, a valid Province of Ontario drivers license with a reliable motor vehicle is preferred.Background check requirementsSuccessful candidates will be required to complete a background check prior to commencement of employment. A background check may include the following: education/certification verification and employment reference check.Essential physical and/or safety requirementsSitting: 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)BenefitsThis temporary full-time position will receive 15% in lieu of benefits (which includes health & dental 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.________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.Quick Apply

• Terms & Conditions
• New Privacy
• Privacy Center
• Accessibility

For Job Seekers

• Browse Jobs
• Advanced Job Search
• Emplois Quebec

For Employers

• Post a Job

Stay Connected