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 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.
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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.
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.

Note Should you require accommodations during the recruitment process, we will not include the accommodation details here to comply with removal rules.

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.

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