Administrative Services Clerk (18-month contract)

Department: Finance
Position Type: Temporary Full-time (35 hrs./week)
Location: Essex, Ontario (Hybrid)
Posting #: COE-19-25
Opening Internal Date: April 17, 2025
Closing Internal Date: April 29, 2025

Role Snapshot (Our Elevator Pitch!)

Are you an organized, service-oriented professional with a knack for multitasking and supporting busy teams? The County of Essex is looking for an Administrative Services Clerk to join our Financial Services department. In this key support role, you’ll help keep things running behind the scenes—from assisting with purchasing and records management to ensuring document accessibility and providing front-line service. If you’re proactive, detail-driven, and ready to make an impact in municipal government, we want to hear from you!

Why Work With Us?

The County, as we like to call ourselves, is an upper-tier municipal government organization, providing programs and services to approximately 193,000 residents within the Essex County region and some shared services to approximately 422,000 within the Windsor-Essex region.

We operate in Canada’s warmest and southernmost County, surrounded on three sides by water and blessed with unrivalled opportunities for boating, fishing, cycling, golfing and other recreational pursuits. One of Ontario’s best-kept secrets, the County offers an affordable mix of urban and rural living with easy access to world-class amenities and schools. We are located next to the urban center of Windsor and just minutes from downtown Detroit. With comprehensive benefits, professional development opportunities, and a culture built on respect and inclusivity, we are proud to support our people in achieving their goals.

What You’ll Do

In this role, you will be responsible for:

1. Administrative and Customer Service Support

• Serve as front-line contact by answering calls and welcoming visitors
• Coordinate mail, travel, meetings, training logistics, and office supply inventories
• Maintain office equipment and provide general administrative support to staff and projects
• Assist with accessible document formatting and internal document support in line with AODA standards

2. Procurement Coordination

• Support quote gathering, purchase order creation, and procurement record tracking using ConsignO
• Assist with Bids and Tenders tasks such as issuing addenda, tracking documentation, and vendor communications
• Post surplus items and awarded projects online, and help research purchasing group programs

3. Records and Information Management

• Scan, classify, and file departmental documents in accordance with retention policies and TOMRMS
• Support the disposal of inactive records and help ensure departmental compliance with records procedures
• Attend records committee meetings and training as needed

4. Document Accessibility and Compliance

• Remediate documents for AODA compliance using appropriate tools and templates
• Provide document accessibility support to department staff and attend training to stay current on standards

What You Bring

Education and & Credentials:

• 2-year College Diploma in Business, Office Administration, Records and Information Management, or a related discipline

Experience and Expertise:

• Minimum of 2 years of related administrative experience
• Experience with procurement processes and public sector purchasing practices is considered an asset
• Experience working with records management systems such as TOMRMS or Laserfiche is preferred
• Experience with document remediation and accessible formatting tools is an asset

Skills and Abilities:

• Proficient in Microsoft Office Suite and corporate database applications
• Strong attention to detail, time management, and problem-solving abilities
• Excellent communication and interpersonal skills with a customer service focus
• Ability to work collaboratively and maintain positive working relationships with internal and external contacts
• Knowledge of AODA standards and willingness to adapt to evolving compliance requirements

Other Requirements

• Must possess and maintain a valid Class “G” Ontario driver’s license and have access to a personal vehicle for work-related travel within Windsor and/or Essex County
• Must provide a Ministry of Transportation Driver Abstract (Uncertified)
• Must provide a Police Information Check (PIC) document

What We Are Offering

As a CUPE 2974.1 position, this role is on Band 7 with a starting hourly rate of $31.09 is just the beginning. The benefit package is second to none, and the defined benefit plan of the Ontario Municipal Employees Retirement System (O.M.E.R.S.) is a pension system sought by many.

The Application Journey

Your journey starts here. Submit your application online at the Career Opportunities section of our website at www.countyofessex.ca by April 29, 2025. If selected, you will be contacted by our HR team to participate in our hiring process.

The County of Essex embraces diversity and inclusion in our workforce and workplace. We are committed to building inclusive teams and an equitable environment for people to be themselves. We encourage applications from all qualified candidates and will accommodate needs under human rights legislation throughout all stages of the recruitment and selection process. Please let us know of any accommodations through [email protected]. Information received relating to accommodation will be addressed confidentially. This information can be made available in alternate formats upon request.

Personal information is collected in accordance with the Municipal Freedom of Information and Protection of Privacy Act and will be used for employment opportunities only.