Administrative Assistant I

Job Status: Temporary Full-Time

Union: Non-Union

Number of Positions: 1

Hours of Work: 35

Location: Civic Centre

Closing Date: February 2, 2026, 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 I in the Information Technology & Transformation (ITT) division. This temporary full-time opportunity is for a period up to August 2027.

Job description

The Administrative Assistant I, Information Technology & Transformation, prioritizes, performs and oversees a number of administrative tasks to achieve outcomes required by the Director, Information Technology & Transformation, as well as provide support for the 6 managers and up to 50 ITT staff members. As a member of the management team, the Administrative Assistant I contributes to excellence in information technology service delivery and supports the planning and decision making aimed at enhancing the delivery of information, technology and transformation services. 

Essential responsibilities

• Demonstrate Chatham-Kent’s core values and competencies


• Provide administrative assistance to senior management


• Create/author and/or edit reports, correspondence, e-mails, policies on behalf of the Director; review e-mail messages sent to the Director and when appropriate, respond or assign to the appropriate individuals; proof read all divisional reports to Council, and/or EMT, boards, commissions, committees, suggest changes where necessary, and maintain a record of these reports


• 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


• Prepare agendas, reserve and prepare facilities, attend and participate in divisional meetings and other meetings as required, as well as maintain accurate minutes.


• Tracking of equipment usage and purchases and chargeback to various divisions


• Maintain various financial forms, such as Inter-departmental transfers, invoicing, etc.


• Organize and track the income and expenditures of the division and perform accounting functions including the coding of invoices


• Maintain confidentiality of Human Resource matters, employee information, issues and concerns


• Following recruitment process and Human Resources policies and procedures, including reviewing resumes for management, calling candidates to set up interviews and set up candidate computer tests as needed


• Maintain records for the division


• Participate in special projects as assigned by the Director


• Assist in the preparation and monitoring of the division’s annual budget and quarterly variance reports


• Submit any requests for service issues for the division; manage any CRMs assigned to the division


• Arrange and coordinate travel schedules and reservations


• Manage municipal web site pages as required by the division


• Order and purchase supplies

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 an office environment supporting senior management positions


• 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


• Solid understanding of financial processes


• Experience with statistical reporting and tracking capabilities including tracking vacation time, lieu time, sick time, overtime, in an HRIS program


• Solid understanding of budget process, preferably municipal budget process


• Demonstrated competency in customer service, including dealing effectively with difficult and irate customers


• Solid understanding of recruitment process requirements


• Knowledge of and experience with Human Resource procedures


• Knowledge of cybersecurity and privacy best practices and how to apply them in respect to this position


• File management experience, preferably with TOMRMS system


• Experience participating in projects using effective project management strategies


• Experience coordinating schedules and travel arrangements


• Experience managing web site pages


• Experience ordering and purchasing of supplies for the division


• Knowledge of CRM (or similar program)


• Advanced skills in software programs (i.e. budget software, financial management software, etc.)


• Advanced computer skills, specifically Microsoft Teams, SharePoint Online, Office (Word, Excel, PowerPoint, Outlook) (or other similar software program) and ability to learn new software applications, as required

Other qualifications

Knowledge of operations and information technology services would be an asset

Work environment/hours of work

This position works weekday hours, with occasional evening 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.; 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, etc.; stapling)

Benefits

This temporary full-time position has an hourly wage of $40.063 to $45.289 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.

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.

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.