Administrative Assistant, EMS (Temporary, Full Time)Department: Essex-Windsor EMS
Location: Essex, Ontario
Position type: Temporary, Full Time (35 hr/week)
Duration: July 28, 2025 – November 1, 2026
Posting #: EMS-19-25
Opening Date: June 17, 2025
Closing date: July 2, 2025Who We Are:The Corporation of the County of Essex is a progressive, upper-tier municipal government providing programs and services to a population of approximately 182,000 residents. With shared services extending to the City of Windsor, our reach serves over 400,000 people regionally.
Essex-Windsor EMS is a vital and fast-paced department, delivering high-quality paramedic services across the region with a commitment to clinical excellence, innovation, and community care.
Located in Canada's warmest and most southern region, Essex County offers a unique blend of urban and rural living, world-class amenities, and a vibrant lifestyle. The County offers a competitive total rewards package, including OMERS pension plan participation, comprehensive benefits, generous vacation, and a strong focus on work-life balance.The Opportunity:Reporting to the Manager, Human Resources and Administration (EMS), the Administrative Assistant provides high-level executive and confidential administrative support to the EMS Senior Leadership Team (Chief and Deputies). The role requires sound judgment, initiative, and strict confidentiality while managing a diverse range of tasks in a dynamic, fast-paced 24-hour emergency services environment.
This role plays a critical part in coordinating department operations, supporting employee engagement initiatives, maintaining key records, and liaising with internal and external stakeholders, including other municipalities, government agencies, health system partners, and the public.
This position requires attendance during emergency situations and a commitment to organizational responsiveness.Key Responsibilities:The Administrative Assistant for the EMS department is a dynamic individual who thrives in a fast-paced environment and is up to the challenge of meeting the demands of a 24-hour emergency service.
Flexibility, initiative, adaptability, dependability, attention to detail, ability to prioritize – these are just a few of the key qualities that ensure success in this role.
This role will focus primarily on supporting the Professional Standards and Planning & Physical Resources pillars of the service.
Responsibilities include but are not limited to:

• Provide administrative support to the EMS Senior Leadership Team, including minute-taking, correspondence, calendar management, meeting preparation, and follow-up.
• Maintain confidential records related to human resources, labour relations, health and safety, and financial activities.
• Support EMS departmental committees (e.g., Joint Health & Safety).
• Facilitate information sharing and reporting with internal and external partners, including professional health organizations, municipal contacts, and relevant committees.
• Coordinate and manage departmental communications, employee town halls, and recognition events such as Service Awards, retirements, and commendation ceremonies.
• Assist with recruitment, onboarding, and orientation logistics, including coordination of training sessions and certification tracking in the online registry.
• Support department financial processes including petty cash, credit card reconciliation, invoice processing, and support for surplus asset sales.
• Maintain records and documentation in accordance with the County's records retention policies and ensure accessibility compliance under AODA
• Provide administrative support for fleet files and vehicle registration, SDS documentation, and procurement of supplies and materials.
• Provide scribe functions during Emergency Operations Centre activations.
• Utilize digital tools to develop surveys, posters, and internal communications for the department.
• Perform general office duties such as covering the phones and greeting visitors, booking meetings, sorting mail, ordering supplies, organizing stock and other office maintenance as required.

What You Bring:

• A two-year college diploma in Office Administration (or related field), or equivalent experience.
• A minimum 3 years of senior administrative experience, ideally within the public sector emergency services.
• Strong judgment, discretion, and ability to manage sensitive or confidential information with care.
• Excellent organizational skills, ability to prioritize, multitask, and meet tight deadlines.
• Proficiency in MS Office applications and comfort using tools such as Adobe Acrobat Pro, Laserfiche, and document accessibility software.
• Demonstrated ability to work independently, as part of a team, and in support of a leadership group.
• Exceptional communication, interpersonal, and customer service skills.
• Ability to work occasional overtime and attend during emergency situations.
• Satisfactory police clearance required.
• Valid Class “G” Ontario Driver's License and use of personal vehicle required.

What We Are Offering:
Salary Range: A competitive salary range of $59,140 - $72,608 annually
Benefits: A second to none benefit package, including OMERS pension plan, extended health and dental benefits, generous paid time off.
Workplace Culture: Flexible, inclusive, and employee-focused.How to Apply:Qualified applicants are invited to apply online at the Career Opportunities section of our website at www.countyofessex.ca by the posting deadline. Please note that only candidates selected for interviews will be contacted.
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 the purpose of this employment opportunity only.

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