Administrative Assistant

Company: Oneida Nation of the Thames

Job Title: Administrative Assistant

Salary: $26.31 per hour

Job Opening ID: 2026-07-27-EX

Positions: 1

Location: 2089 Ballpark Rd

Standard Hours: 8 hours per day

Regular/Temporary: Temporary

Full Time/Part-Time: Full-Time     

Post Date: July 27, 2026

Close Date: August 10, 2026, at 4:30 p.m.

Job Summary

The Administrative Assistant provides comprehensive administrative and operational support to Oneida Nation of the Thames Paramedic Services and Community Paramedicine programs. This position is responsible for coordinating daily administrative functions that support the efficient operation of the department, including staff scheduling, payroll processing and scheduling systems, human resources inventory, accounts payable, purchasing, inventory management, record keeping, statistical reporting, training coordination, and other administrative duties as assigned.

The Administrative Assistant provides confidential and professional administrative support to the Paramedic Chief and works closely with leadership staff, paramedics, community partners, and external stakeholders.

The incumbent is expected to work independently, exercise sound judgment, and effectively prioritize competing demands to meet departmental deadlines and operational requirements. This role requires strong organizational, communication, and problem-solving skills, as well as the ability to thrive in a fast-paced and dynamic healthcare environment.

Qualifications

1. Diploma in Office Administration, Business Administration, Human Resources, or a related post-secondary field;
2. Minimum of one (1) to three (3) years of administrative experience, preferably within emergency services, healthcare, municipal government, or a related fast-paced environment;
3. Knowledge of office administration practices, payroll and scheduling systems, accounts payable processes, records management, and human resources inventory;
4. Demonstrated ability to maintain confidentiality and exercise discretion when handling sensitive personnel, operational, and financial information;
5. Strong oral and written communication, interpersonal, organizational, problem-solving, and time-management skills;
6. Proven ability to prioritize competing demands, work independently, and meet deadlines in a fast-paced environment;
7. Demonstrated accuracy, attention to detail, and commitment to producing high-quality work;
8. Advanced computer skills with proficiency in Microsoft Office applications, including Word, Excel, Outlook, and Teams;
9. Experience with scheduling, payroll, inventory management, and financial software is considered an asset.

Conditions of Employment

1. Must possess and maintain a valid Ontario Class G Driver’s Licence.
2. Must successfully complete and maintain a satisfactory Criminal Record Check, including a Vulnerable Sector Screening, in accordance with Oneida Nation of the Thames policy.
3. Must provide proof of educational qualifications relevant to the position, including certificates, diplomas, degrees, and/or transcripts.

Major Responsibilities

Office Coordination

1. Collaborates with the Finance Department to support departmental administrative processes, including accounts payable, accounts receivable, purchase orders, shipping and receiving, and related financial documentation.
2. Coordinates and assigns administrative projects and duties for paramedic staff on modified work programs, as directed by the Paramedic Chief or designate.
3. Assists with onboarding and orientation of new employees, including the setup and maintenance of employee records within the Human Resources Information and scheduling systems.
4. Procures and maintains office supplies, equipment, and resources in accordance with operational needs, approved budgets, and purchasing policies.
5. Coordinates the ordering and distribution of employee uniforms in accordance with the Collective Agreement.
6. Serves as a departmental liaison for special projects, organizational initiatives, and information technology matters, as assigned.
7. Prepares and distributes monthly operational reports, workforce metrics, and call volume statistics for review by the Paramedic Chief.
8. Coordinates meetings, training sessions, appointments, and events for management and departmental staff, including scheduling and meeting logistics.
9. Provides confidential information and documentation to authorized agencies for investigations, legal proceedings, audits, and other approved purposes, in compliance with PHIPA, MFIPPA, and departmental policies.
10. Maintains records related to equipment calibration schedules, software licenses, certifications, and annual service subscriptions to ensure compliance and operational readiness.
11. Develops, formats, and updates operational forms, informational materials, reports, and promotional content as directed.
12. Assists in the review, revision, and distribution of departmental policies, procedures, and Standard Operating Procedures, as approved by the Paramedic Chief.

Scheduling

1. Develops and maintains quarterly staff schedules in accordance with the Collective Agreement, operational requirements, and applicable legislation.
2. Coordinates and updates staffing schedules to support a continuous 24-hour, 7-day operation while ensuring staffing levels, certifications, and legislated requirements are met.
3. Monitors staffing availability, leaves, and schedule changes to maintain adequate operational coverage.
4. Maintains accurate records of employee credentials, certifications, and training requirements to support scheduling and regulatory compliance.

Payroll Scheduling System

1. Reviews, verifies, and submits employee timesheets and leave requests to Payroll on a bi-weekly basis following approval by the Paramedic Chief.
2. Processes and reconciles payroll information to ensure compliance with the Collective Agreement, Employment Standards Act, and organizational policies.
3. Ensures overtime, premiums, shift differentials, and other compensation entitlements are accurately recorded and processed.
4. Maintains employee seniority records and calculates service-related adjustments to support wage progression, job postings, and other Collective Agreement requirements.
5. Prepares payroll status changes and personnel-related documentation for submission to Payroll and Human Resources following appropriate approval.
6. Responds to employee inquiries related to scheduling, attendance, payroll, and compensation.
7. Maintains effective working relationships and regular communication with Human Resources, Payroll, Benefits, and Finance staff.

Human Resource Inventory

1. Maintains employee personnel records and ensures all mandatory qualifications, certifications, and licensing requirements are current and properly documented in accordance with applicable legislation and Ministry requirements.
2. Coordinates and tracks employee onboarding documentation, ensuring all required hiring and compliance documents are completed and filed.
3. Notifies the Ministry of Health, Base Hospital, and other regulatory bodies of employee status changes, as required.
4. Coordinates the distribution of employment-related documentation to internal departments and external agencies, including Human Resources, Payroll, Information Technology, Base Hospital, CACC, and the Ministry of Health.
5. Monitors employee certification, training, and credential expiry dates and ensures timely renewals.

Financial

1. Coordinates departmental accounts payable, accounts receivable, purchase orders, and related financial transactions in accordance with organizational policies and approval processes.
2. Maintains accurate financial records and supporting documentation for departmental expenditures and purchases.
3. Monitors purchasing activities and identifies opportunities to improve efficiency, accountability, and compliance within departmental procurement processes.
4. Assists with budget monitoring, expenditure tracking, and financial reporting as requested by the Paramedic Chief.

The above description reflects the general details considered necessary to describe the principal functions and duties as required for proper evaluation of the job and shall not be construed as a detailed description of all the work requirements that may be inherent in the job.

To apply, please submit your resume and cover letter to:

Oneida Human Resources Department at hr.recruitment@oneida.on.ca

APPLICATION DEADLINE: August 10, 2026, at 4:30 p.m.