Administrative Assistant III at Municipality… · Chatham

ADMINISTRATIVE ASSISTANT III 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 SharePoint • 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, CityView 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 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.) • Hands: constant fine finger dexterity (movement), gripping, mousing (computer, mousing, scrolling, file/paperwork, telephone, copier, faxing, postage machine, etc.) Benefits This temporary full-time position has an hourly wage of $26.811 to $29.097 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 only: 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. 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. The Municipality does not use artificial intelligence or automated decision‑making tools in its recruitment or selection processes; all hiring decisions are made by people. 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.