Administrative Assistant I

Municipality of Chatham-Kent•Chatham, ON

6d•CA$41 - CA$46•Remote

About The Position

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 15, 2027. 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.

Requirements

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 CRM (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

Nice To Haves

Knowledge of Property Management systems. and how to export to MS Excel for further manipulation of data summaries
A valid Province of Ontario driver's license with a reliable motor vehicle is preferred.

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
Support Program Managers and staff with use of UKG software for staff attendance and entitlements including vacation time, sick time, lieu time, overtime, etc.
Schedule interviews, prepare interview packages, and complete necessary new hire forms
Manage through UKG new staff changes and complete new hire forms
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