Infrastructure & Engineering Services
Public Works North
Administrative Assistant I
(Temporary full-time)
Job # PW 10-9
CURRENT STATUS:
October 5, 2010:
This position has been filled. We thank you for your interest in working with the Municipality of Chatham-Kent, and hope you will continue to watch our job postings and apply for positions which you are interested in.
September 27, 2010:
Candidates have been selected and are being contacted. Interviews are taking place September 28, 2010.
September 8, 2010:
As of 4:30 p.m. on Wednesday, September 8, 2010, we no longer will be accepting resumes for this posting. The department is currently reviewing all resumes received. This process can take up to two weeks or longer, depending on the number of applications.
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NOTE: This position requires a Career Profile and resume (no cover letter is requested). If submitting a hard copy, please attach the Career Profile to the front of your resume.
Job Description:
The Municipality of Chatham-Kent requires a temporary full-time Administrative Assistant I for the Public Works North division for a period up to October 15, 2011.
Responsibilities:
· Prioritizes and performs a number of administrative tasks simultaneously to achieve the outcomes established by the Director and to facilitate an effective use of the Director’s time
· Exercises initiative, good judgement, discretion and maintains confidentiality of issues and concerns and performs duties in a timely manner with a high degree of accuracy
· Conducts research, compiles information and authors and prepares correspondence, reports to EMT (Executive Management Team) and/or Municipal Council, legal agreements, presentations, policies, tender documents, permits and other necessary documents on behalf of the Director and the Public Works North Supervisors
· Co-ordinates and arranges meetings; prepares agendas, reserves and prepares facilities, records, transcribes and distributes accurate minutes of both staff and public meetings
· Responds to, effectively deals with and/or assigns to the appropriate person, issues and concerns received by correspondence, telephone or email on behalf of the Director
· Receives and codes invoices, purchase orders, prepares accounts receivable
· Prepares documentation for new hires / transfers for Human Resources
· Interprets and ensures compliance of the Collective Agreement between the Municipality of Chatham-Kent and the CUPE, Local 12.1 as required
· Calculates and maintains vacation, , over time, lieu time, and sick bank entitlements for 56 full-time union staff, and responds to inquiries from staff on same
· Maintains FTE (Full-time equivalency) and overtime reports for seven (7) administrative staff
· Coordinates staff training
· Maintains accurate records and files
Qualifications:
· Possess a community college diploma in an office or executive administrative program, with four to six years of practical experience in a related field
· Several years experience working in a municipal environment, and in supporting senior management positions required
· Statistical reporting and tracking capabilities required
· Ability to convey information accurately and consistently both written and verbal
· Strong organizational and time management skills required to manage the demands of multiple, overlapping time frames and deadlines
· Self starter who works well independently, and within a team environment
· Experience working in a unionized environment an asset
· Accounting experience an asset
· Proficiency with Microsoft Office applications, specifically Word, Excel and PowerPoint, and ability to learn new software applications as required
· Experience using FMW (FMW Enterprise, Financial Manager’s Workbench), CMiC Financials, INFO:HR (HR Systems Strategies program) required
Compensation:
This temporary full-time position has an hourly rate of $28.37 to $32.06 (based on grade 7 of the 2010 non-union full-time compensation plan), plus 15% in lieu of benefits (which includes health & dental benefits, statutory and non-statutory holidays, and non-enrolment in OMERS) and 4% vacation pay.
TESTING MAY BE PART OF THE INTERVIEW PROCESS
Applying:
Candidates interested in the above position are asked to submit a Career Profile and resume to the address below. Please do not include a cover letter, or copies of transcripts, licenses, certificates, etc.
The Career Profile can be found below. The Microsoft Word (.doc) version of the Career Profile may be saved on your computer. Please complete the form and save before printing or emailing. There is an Adobe version you can print and complete by hand. If you are unable to save or print either of the Career Profile versions, please visit:
o A local library
o A Chatham-Kent municipal centre
o Or Chatham-Kent Employment Resource Centres (in Chatham at the Federal building, 1st floor, 120 Wellington Street or in Wallaceburg at the Municipal Centre, 2nd floor, 786 Dufferin Ave)
CAREER PROFILE:
AdmAsstIPublicWorksNorthCAREERPROFILESept2010.doc
AdmAsstIPublicWorksNorthCAREERPROFILESept2010.pdf
Your resume should give detailed information for each 'yes' answer in your Career Profile, as well as where you gained the experience. Your resume should list each employer, the job titles under each employer, with a summary of the job duties/skills/experiences you gained in each position compared to the responsibilities and qualifications listed in the job ad.
If submitting electronically, please include the municipal job title and municipal job number in your subject line, and include your name and phone number in the body of your e-mail. If submitting a Career Profile application form and resume via e-mail, please submit your documents in a MS Word (.doc or docx) or Adobe (.pdf) attachment. Please do not paste the application form into your email.
Applications must be received before 4:30 p.m., Wednesday, September 8, 2010:
Municipality of Chatham-Kent
315 King Street West
P.O. Box 640
Chatham ON N7M 5K8
Attn. Cathy J. E. Hoffman, MPA, CHRP, CMMIII
Director, Human Resources & Organizational Development
Fax: 519.436.3237
Email address: Ckresume@chatham-kent.ca
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.
We thank all candidates in advance; however, only those candidates selected for an interview will be contacted. The Municipality of Chatham-Kent is an equal opportunity employer.