Scheduling Clerical Assistant

About the role

The Municipality of Chatham-Kent is seeking one (1) temporary part-time Scheduling Clerical Assistant in the Senior Services division. This role is for a period up to May 31, 2027, and is located at Riverview Gardens.

Responsibilities

• Prioritize and perform a variety of administrative tasks for management and staff in a municipal environment
• Participate in and complete special projects as assigned
• Complete HR forms such as Records of Employment, Return to Work forms, etc.
• Receive staff call-ins and manage replacements for shifts according to daily requirements, incidental replacement needs, or deletions, ensuring shift fill order based on union collective agreements
• Determine attendance codes for replacements and payroll purposes
• Create orientation schedules for new hires
• Deactivate exiting staff from all internal software programs (Scheduling software, Point Click Care, time keeping software, and the Ministry of Long-Term Care website)
• Maintain scheduling software database with staff information changes
• Provide reception coverage
• Receive and screen information, correspondence, visitors, and phone calls using judgement and sensitivity to management’s priorities
• Provide information and refer to appropriate individuals if required

Qualifications

• College certificate or diploma required (preferably in an office administration program), plus six (6) months to two (2) years of administrative experience
• Excellent time management skills and an ability to work independently with minimal direction
• Able to adapt to frequent changes of tasks and priorities in a fast-paced department and organization
• Strong interpersonal communications skills, experience coordinating and creating schedules, experience working in a unionized environment and with collective agreements, demonstrated competency in customer service, including dealing effectively with difficult and irate customers and staff, strong computer skills, specifically Microsoft Office (Word, Excel, PowerPoint, Outlook)
• Municipal experience an asset, experience working in a Long-Term Care environment is an asset, knowledge of scheduling software and call-in procedures an asset

Other Qualifications

• Driver’s License/vehicle Requirements: A valid Province of Ontario driver's license with a reliable motor vehicle is preferred due to the need to travel.
• Background Check Requirements: A Vulnerable Sector Screen is required (Fixing Long-Term Care Act section 252 O. Reg. 246/22) prior to being accepted for employment. All staff members shall promptly provide the employer with a signed declaration disclosing new charges, convictions, orders and restraining orders, consistent with Ontario Regulation section 253 O. Reg 246/22 made under the Fixing Long-Term Care Act, with respect to the period since the date the person’s last criminal reference check under subsection (2) was conducted.

Essential Physical And/or Safety Requirements

• Annual Flu immunization is required
• 2-step TB skin test to be completed within two weeks of starting position
• Walking: frequent walking (walking to various floors/departments to complete tasks specific to resident care delivery, e.g. coordinating staffing on floors, etc.)
• Sitting: frequent sitting in a chair (answering/calling on the telephone; data entry, typing; other clerical tasks, e.g. filing, statistics, record keeping, managing charts, etc.)
• Reaching: frequent forward reaching above shoulder; constant reaching below shoulder, handling (up to 9.09 kgs or 20 lbs) (retrieving/utilizing telephone, keyboard, computer, printer, photocopier, books, files, filing cabinets, office equipment; stock stationary supplies; recalling/archiving files from high shelves)
• Lifting: frequent lifting waist to shoulder, carrying, transferring, pulling at or above shoulder, pulling below shoulder (up to 13.64 kgs or 30 lbs) (repeated lifting and carrying of documents, finders, files, charts, opening/closing file drawers/ cabinets; lifting from floor to above head or transferring boxes to a three tiered utility cart for transporting heavier boxes from one location to another)
• Hands: constant fine finger dexterity (movement), gripping, mousing (scrolling, file/paperwork, telephone, copier, faxing, postage machine, etc.)

Benefits

This temporary part-time position has an hourly wage of $31.832 to $ 36.055 CAD 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.