Administrative Assistant II

Job Status : Permanent Full-Time

Union : Non-Union

Number of Positions : 1

Hours of Work: 35

Location: Health & Human Services Building

Reason for Vacancy: New

Closing Date : February 22, 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 Childcare and Early Years division.

Job description

The Administrative Assistant II of Child Care & Early Years prioritizes, performs and oversees a number of administrative tasks to achieve outcomes required by the Supervisor, Early Years, as well as provide project support for other staff members. 

Essential responsibilities

• Demonstrate Chatham-Kent’s core values and competencies


• Provide administrative assistance to management in a municipal (or other government related) environment.


• Arrange and coordinate travel schedules and reservations


• Create/author and/or edit correspondence, e-mails, policies and faxes on behalf of the Managers and teams. Proofread all functional area reports to Council boards, commissions, committees and/or EMT, suggest changes where necessary, and maintain a record of these reports


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


• Manage municipal web site pages as required by the functional area


• Order and purchase supplies


• Maintain records for the functional area


• Provide standard clerical support (not limited to photocopying, faxing, filing, reception, data entry, etc.)


• Participate in special projects as assigned by the Management team


• Receive and screen information, correspondence, visitors, and phone calls using judgement and sensitivity to the Management’s priorities. Provide information and refer visitors to appropriate individuals


• Assist with social media sites


• Maintain numerous information databases


• Conduct research, collate data and information, and prepare findings and information in appropriate format for use in reports, newsletters, educational documents, marketing, etc.


• Knowledge of Child Care and Early Years programs


• Act as a customer solutions and service provider by delivering a wide range of information and referrals in response to customer inquiries.


• Provide timely, ongoing communication with parents and childcare providers, assisting clients, families and community partners in understanding and accessing our programs and services.


• Proficient in the use of department systems and programs, (OCCMS, One HSN etc.), troubleshooting issues, supporting others in using and learning these systems and updating information in these systems.


• Act as liaison between families, staff, and community partners.


• Provide administrative back-up as needed, such as front-line customer service if required.


• Book spaces for programming and special events.


• Correspond with community partners to support programming, including coordinating and planning events for families and professional development workshops.


• Receive, record, and confirm registrations for programs and professional development workshops.


• Represent Child Care & Early Years at events and during programs when required.


• Collect payments from clients.

Essential qualifications

• Related College diploma or certificate, preferably in office administration program; plus two to four years of related administrative experience; or an equivalent combination of education and related experience


• Excellent customer service skills to respond to enquiries from child care providers, community services, fee subsidy clients and applicants and general public of diverse languages and cultural backgrounds


• Able to probe and establish rapport with clients in a professional and respectful manner


• Experience managing web sites and social media


• Experience creating and facilitating presentations, reports, excel spreadsheets, promotional flyers and correspondence


• Demonstrated critical thinking, decision-making and problem-solving skills


• Display excellent judgement and ability to work independently with minimal direction


• Must have excellent task management skills, which include organization, attention to detail, time management, multi-tasking, and prioritizing work


• Demonstrated presentation and training skills


• Ability to maintain confidentiality


• Excellent verbal and written communication skills


• Attention to detail and able to produce highly accurate work


• Able to adapt to frequent changes of tasks and priorities in a fast-paced department and organization


• Strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook), Adobe (or other similar software program)


• Able to provide timely and accurate transfer of information


• Strong administrative skills (i.e., ability to maintain accurate records and file management)

Other qualifications

• Related experience working in a children's services related environment an asset


• French Language skills an asset

Work environment/hours of work

• This position works mostly indoors


• This position works weekday hours with occasional evening and weekend hours

Driver’s licence/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: 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, paper work, telephone, etc.; some positions may be required to travel to different sites)


• Hands: constant fine finger dexterity (movement), mousing (computer, mousing, scrolling, file/paperwork, telephone, copier, faxing, postage machine, etc.; stapling)

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.

________

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.

Should you require accommodations during the recruitment process, please contact Human Resources & Organizational Development (HROD) at View phone number on jobs.jobcopilot.com. 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.