Administrative Assistant, Paramedic Services

Kawartha Lakes; Lindsay; On-site; CAD 47,000 - 51,000; Full time

Job summary

The City of Kawartha Lakes is seeking an Administrative Assistant for the Paramedic Services in Lindsay, ON. This permanent full-time role handles front-line representation and a range of administrative duties including scheduling, payroll support and financial processing.

Responsibilities include coordinating Paramedic schedules, processing invoices, payroll data, and records management, with occasional travel for meetings. 35-hour work week and CUPE 855 Inside union.

Qualifications

• Post-secondary diploma in Office Administration or related field.
• Minimum 3 years of related administrative experience.
• Office experience in Paramedic Services or related field preferred.
• Demonstrated privacy protection and discretion in handling information.
• Strong customer-service and interpersonal skills; detail-oriented.

Responsibilities

• Prepare and post Paramedic schedules per Collective Agreement.
• Schedule staff with Deputy Chief; manage Time Manager entries.
• Process invoices, coding, and accounts payable coordination.
• Input payroll data; maintain employee records and data systems.
• Provide clerical support to committees; prepare reports and correspondence.
• Maintain filing systems and support budgeting processes.

Skills

Administrative support

Time management

Customer service

Microsoft Office

Education

Post-secondary diploma in Office Administration

Tools

Time Manager

Payroll software

Microsoft Office

Job description

Administrative Assistant, Paramedic Services

Employment Status Permanent Full time

The Administrative Assistant is responsible for front line representation of the Paramedic Services department and for providing administrative and clerical services, which may include financial accounting functions and payroll support.

Number of available positions:

1

Date of Posting:

Oct 29/26

November 9, 2026

Duration (if temporary):

N/A

Location:

Lindsay, ON

Union:

CUPE 855 Inside

Job Title: Administrative Assistant (Paramedic Services)

Wage: $34.06 - $36.84 per hour (2026)

Reports to: Executive Assistant, Paramedic Services

Department: Paramedic Services

Location: 4 Victoria Avenue North, Lindsay, ON.

Hours: Normal working hours are 35 hours per week.

Other: General office environment.Some travel throughout the City of Kawartha Lakes to attend meetings and events may be necessary in accordance with job requirements.

NOTE: This posting is open for the first three (3) working days (until 11:59 pm on November 3, 2026) to employees who permanently hold this job title. If an Administrative Assistant applies within the first three (3) working days of this posting, the position will be awarded to the most senior Administrative Assistant applicant. Otherwise, the seven (7) day posting period will be honoured and all qualified applicants will be considered.

Job Description

• Prepare and post Paramedic schedules in accordance with the Collective Agreement
• Scheduling of Paramedic staff in consultation with the Deputy Chief
• Responsible for administering employee schedules in Time Manager system, including creating and updating shift lines, adding and removing employees from the system, filling vacant shifts, coordinating time-off requests in consultation with leadership, and preparing monthly schedules in accordance with the Collective Agreement.
• Update MSDS sheets as required
• Provide information in response to requests from the public and provides information requiring varying degrees of research and personal contact concerning the Department and its affairs, emphasizing customer service
• Act as a liaison between the public, Council, staff and other public or private agencies, along with maintaining telephone, counter reception, and e-mail communication
• Review invoices and statements for accuracy related to the department and ensure that all invoices are properly coded, approved by senior staff and forwarded to Accounts Payable for payment
• Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
• Act as a division liaison with Finance and generate required purchase orders, change order request, etc.
• Assist with scheduling annual and semi-annual training
• Responsible for inventory control and input and divisional data collection and input into various departmental and corporate computer systems
• Schedule appointments, meetings, book conferences/workshops, training, etc. and make travel arrangements
• Provide clerical support to various committees, including agenda preparation, printing and distribution, meeting attendance, minute preparation and required follow-up such as correspondence and drafting reports for final approval
• Review all incoming correspondence by mail, fax and courier, obtains background information, and forwards on to the appropriate staff
• Compose letters and correspondence for signature and prepares reports and agreements as required; proof reads for accuracy, grammatical errors and completeness
• Collect and enter statistical data and calculate, and produce reports and statistical information for the Manager
• Maintain and update multiple department databases and provide related information and reports
• Maintain paper and electronic filing systems, including confidential files, and may act as records liaison for the department/division
• Research information and manage/assist with special projects

Provide backup administrative assistant support to other divisions within the Department

Support a variety of division related projects, such as research, database management, ordering and distribution of supplies, promotional materials, etc.

Occasional travel is required to attend meetings and training

• Perform other related duties as assigned.

Other duties (may be required depending on the department)

• Input payroll data, ensuring accuracy and completeness, check time card data, and maintain employee data records and databases
• Assist the Manager in preparation and monitoring of budgets for the division
• Design and develop forms, slides, manuals, poster-board displays, newsletters, pamphlets and other promotional material for distribution to staff, community professionals and the public, from handwritten or verbal information; determine layout and paste-up design using various word processing, graphic and desktop publishing software packages
• Coordinate and track staff vacation requests.

Skills/Education Required

• Post-secondary diploma in Office Administration or a related field
• Minimum 3 years of related administrative office experience
• Office experience in the Paramedic Services field or related is preferred
• Demonstrated professional and ethical responsibility to protect privacy, use confidential information appropriately, treat sensitive situations with appropriate degree of tact and discretion
• Demonstrated customer-service and interpersonal skills at a level to develop and to maintain cooperative/collaborative working relationships both within and outside the organization
• Excellent time-management skills with the ability to prioritize workload and meet deadlines, and the ability to deal with multiple demands
• Excellent written communication skills with attention to detail and accuracy
• Excellent organizational and administrative skills with the ability to work independently and in a team environment
• Ability to demonstrate initiative consistently with commitment to quality improvement
• Demonstrated ability to understand and abide by municipal policies and procedures
• Demonstrated proficiency in Microsoft Office, the internet, and any other related software
• Applicants must also be prepared for skill testing as part of the recruitment process.

Upon a conditional offer of employment, an acceptable Criminal Record Check will be required

The City of Kawartha Lakes is an equal opportunity employer committed to building an inclusive and supportive workplace. We welcome applications from qualified candidates of all backgrounds and experiences.

We are dedicated to providing barrier-free and accessible employment practices in compliance with the Ontario Human Rights Code and the Accessibility for Ontarians with Disabilities Act (AODA). If you are contacted regarding a job opportunity, please let us know of any accommodations you may require. We will work with you to ensure your needs are met throughout the recruitment and selection process.