Administrative Assistant II

Job Status: Permanent Full-Time

Union: Non-Union

Number of Positions: 1

Hours of Work: 35

Location: Park Ave. Business Centre

Closing Date: February 10, 2026, 11:59pm EST. Applications received after this deadline will not be accepted.

The Municipality of Chatham-Kent has an opening for a permanent full-time Administrative Assistant II in the Parks, Recreation & Facilities division.

Job description

The Administrative Assistant II, Parks, Recreation and Cemeteries, prioritizes, performs, and oversees administrative tasks necessary to achieve outcomes required by the Manager, and provides administrative support for Supervisors and/or other staff members.

Essential responsibilities

• Demonstrate Chatham-Kent’s core values and competencies


• Provide administrative assistance to management and staff


• Coordinate ordering and purchasing of supplies for functional area


• Effectively utilize software systems, troubleshoot issues, and provide user training to staff including but not limited to purchasing, payroll, invoicing, human resources, facility booking, and cemetery management systems


• Create/author and/or edit, correspondence, e-mails, policies and reports on behalf of the Manager and Supervisors, respond or assign correspondence to the appropriate individuals; 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 department priorities; provide information and refer visitors to appropriate individuals


• Oversee all requests for service issues for the functional area; manage any D365-CRM cases assigned to the business unit


• Organize and track income, expenditures, and refunds and perform accounting functions including processing purchase orders, invoices, and payments


• Manage petty cash for the functional area


• Perform interdepartmental transfers and journal entries


• Arrange meetings, agendas, recording, and transcribing minutes


• Lead administrative duties regarding recruitment including preparation and submission of VPR’s, management of job pools, scheduling interviews, distributing interview materials, and coordinating onboarding requirements for successful candidates


• Provide support for budget variance reporting, annual budget process, and cemetery financial reporting


• Work in accordance with the provisions of applicable Health and Safety legislation and all corporate and departmental policies and procedures related to Occupational Health and Safety.


• Participate, as required, on internal committees focused on various initiatives.


• Perform other administrative duties and special projects as required

Essential qualifications

• College certificate or diploma preferably in an office administration related program, plus two (2) to four (4) years of related administrative experience.


• Experience working in an office setting preferably in a municipal or other government related environment supporting management positions


• Experience working in the parks, recreation or cemeteries industry


• Experience ordering and purchasing of supplies of the functional area


• Experience preparing reports


• Recruitment experience, including contacting candidates, completing interview forms, completing interview packages


• Experience arranging meetings, including facilities, agendas, recording and transcribing minutes


• Understanding of 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


• Understanding and experience with recruitment process requirements


• File management experience physical and digital, preferably with TOMRMS system


• Awareness of project management strategies


• Experience with budget process, preferably municipal budget process


• Knowledge of D365-CRM (or similar program)


• Knowledge and understanding of Funeral, Burial and Cremation Services Act (FBCSA)


• Knowledge of Stone Orchard Cemetery Management Software (or equivalent) would be an asset


• General ledger/account knowledge; experience completing and submitting financial form templates


• Experience creating and depositing bank deposits, performing accounting functions such as coding, processing invoices, cheque requisitions, variance reports, preparing ledger journal entries, interdepartmental transfers, and tracking revenue and expenditures


• Experience using effective project management strategies


• Proficient verbal and written communication skills


• Strong computer skills in XplorRecreation, Microsoft Word, Excel, PowerPoint, Outlook, One Note, JDEdwards, ScanMan and Questica (or similar software programs)

Work environment/hours of work

This position works mostly indoors. This position works weekday hours, with the possibility of occasional evening and/or weekend hours.

Working Remotely

This position has been approved for remote working, at the discretion of the supervisor based on the Working Remotely Policy.

This position may be required to attend on-site meetings in order to complete essential responsibilities of the role.  As per the Working Remotely Policy, employees scheduled to work remotely on a certain day may occasionally be called to a municipal onsite work location on short notice.  Employees must remain flexible to accommodate municipal requirements and be prepared to be called in on short notice.

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: education/certification verification and employment reference check. Because of the environment this position will be working in, the successful candidate will be required to furnish an original Police Information Search (Criminal Record Check) prior to commencement of employment.

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, faxing, postage machine, etc.; stapling)


• Bending: occasional crouching squatting to conduct administrative duties


• Walking: occasional walking on level surface


• Lifting: frequent carrying (2.03 to 9.09 kgs or 5 to 20 lbs.) (lifting boxes, equipment, plans; books, binders, files, laptop)


• Standing: occasional standing inside, outside

Benefits 

This permanent full-time position has an annual salary of $56,479 to $63,971 and will receive benefits including: participation in the OMERS pension plan (mandatory) as well as sick and vacation entitlements. Following successful completion of a 3-month waiting period, candidates will also be entitled to a comprehensive group benefits package.

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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.

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.