Administrative Assistant - Lambton Public Health

Division: Public Health

Job Status: Temporary (Long-Term) Part Time

Number of Positions: 1

Hours of Work: Monday through Friday 8:30 am - 4:30 pm 23 hours per week

Wages: $34.73 - $41.35 per hour

Posting Date: Monday July 14 2025

Closing Date: Sunday July 27 2025

Company Biography

The County of Lambton is an urban-rural area in southwestern Ontario that is home to over 126000 residents. The Corporations seven divisions operate programs and services for the residents of Lambton County such as land ambulance provincial offences court three Long-Term Care Homes 25 library branches two museums an art gallery archives local roadways public health services housing services social services building services and planning and development services. Lambton County is a community dedicated to economic growth environmental stewardship and an enhanced quality of life through the provision of responsive and efficient services and collaborative efforts with its municipal and community partners.

Position Summary

Provides comprehensive administrative support to the Public Health Service Areas contributing to efficient operations in administration client service facilities finance human resources health and safety internal communications IT coordination privacy and governance and project support.

Job Duties and Responsibilities

Administration

Manage calendars and schedule meetings for management staff.

Book meeting rooms and manage recurring meeting schedules.

Draft and distribute correspondence memos meeting minutes reports and policy updates.

Maintain electronic and hard copy administrative files records and directories (e.g. asset inventory employee files business cards name tags).

Compile information and data for reporting.

Advise the Service Area Manager of any irregularities or problems which may arise in areas of assigned responsibility.

Client Service

Monitor general email accounts and direct inquiries appropriately.

Assist with internal requests for equipment space bookings or documentation.

Coordinate interoffice communications to support timely response and service delivery.

Facilities and Operations

Coordinate key locker and access card distribution and documentation by maintaining logs and liaising with Facilities for changes.

Finance

Administer all Service Area purchasing cards including reconciling monthly statements collecting receipts and verifying purchase requests and approvals.

Generate and process Purchase Orders (POs).

Track capital asset inventories and coordinate updates with the Countys TCA Coordinator.

Maintain purchasing files and follow County purchasing procedures and thresholds.

Health and Safety

Act as a management member of the LPH Health and Safety Committee.

Conduct mask fit-testing for staff as needed.

Facilitate emergency drills update the Internal Emergency Response Plan and manage orientation materials.

Schedule and deliver facility health and safety orientations for new/returning employees.

Administer RAVE or other applicable mass notification database entries and updates.

Human Resources

Coordinate new employee onboarding tasks including equipment assignment space prep and system access.

Maintain and update annual vacation schedules and onboarding/offboarding checklists.

Support recruitment processes: prepare interview packages schedule interviews and track applications.

Complete Employee Data Forms for changes (e.g. hires terminations leaves).

Maintain employee files and HR tracking tools.

Information Technology

Submit IT tickets for new staff equipment updates access requests and phone changes as needed.

Manage access and permissions for LPH managed platforms applications and tools.

Conduct regular access audits and coordinate with IT for updates.

Track and assign IT assets (cell phones laptops iPads).

Coordinate updates and resets of telephone and voicemail systems.

Support onboarding/offboarding with access card programming and equipment distribution.

Internal Communications

Draft and distribute correspondence memos meeting minutes reports and policy updates.

Support internal messaging platforms or channels (e.g. Teams intranet SharePoint).

Maintain up-to-date internal telephone directories and organizational charts.

Support communication workflows for onboarding training emergency drills and meetings.

Participate in and help organize meetings and internal work groups.

Privacy Risk and Governance

File and retrieve documents using TOMRMS filing system.

Support Service Area compliance with privacy and records management requirements.

Support policy and procedure maintenance and coordinate updates.

Assist in compiling and formatting Council reports and managing submission schedules.

Check documents for accessibility using tools in MS Word.

Coordinate document destruction and annual cycle.

Project Management

Provide administrative support for large projects (e.g. scheduling communications PO processing).

Assist with special assignments and priority initiatives.

Maintain timelines and coordinate contractor or vendor appointments.

Support project documentation and team communications.

General

Incumbents must keep up-to-date on all relevant legislation collective bargaining agreements County Policies and Procedures etc. ensuring that these are implemented as prescribed

Incumbents must possess the physical ability to meet the duties and responsibilities of the job description and/or the requirements identified within the positions Physical Demands Analysis

These describe the general nature and level of work being performed by incumbents in this classification. They are not an exhaustive list of all job duties in the classification. Other duties may be assigned.

Supervision Requirements

Direct Supervision: None

Indirect Supervision: None

Functional Authority: None

Credentials Required

Minimum Formal Education

A two-year Community College Diploma (Office Administration) or equivalent

Experience

1-2 years experience within an office setting

Knowledge and experience with accounting practices and procedures

Familiarity with Public Health related programs

Proficient in all Microsoft programs. SharePoint experience is an asset.

Must possess diplomacy tact and communication (verbal and written) skills