Competition number 016-2019-EXT-SCES

Administrative Assistant II


Position

Permanent Full-Time

Closing date

Jan. 27, 2019

Competition status

  • Active: Accepting applications until 11:59 pm MST on the closing date.
  • Screening: Applications are under review.
  • Interviewing: Applicants have been selected for interviews.
  • Closed: A candidate has been selected and/or competition has closed.
  • Ongoing: Accepting applications, which will be reviewed on an as-needed basis.
  • Cancelled: The competition has been cancelled.

Interviewing

Department

Emergency Services

Hours

35 hours per week

Pay range

$53,362 to $66,703 per year

Job Description

The Administrative Assistant II provides high-level confidential administrative support to the Fire Chief, demonstrating a thorough knowledge of the County and Strathcona County Emergency Services (SCES) in a political environment.

Responsibilities

  • Review and prioritize correspondence and prepare draft responses for the Fire Chief’s approval
  • Maintain calendars, arrange and book meetings, accept appointments, prioritize and rearrange schedules, prepare day/meeting files, research and provide any necessary back-up documentation, and track action items for follow-up
  • Manage corporate records as required by a department records representative, including FOIP requests
  • Maintain task list to ensure items are completed and deadlines are met
  • Coordinate the preparation of Council and Priorities Committee Reports, Executive Team Issue Briefs, and liaise with Executive Administration to ensure corporate policies and timelines are met
  • Review Council and Priorities Committee meeting agendas, minutes, action sheets, and ensure items related to SCES are handled promptly
  • Prepare and edit meeting agendas, notes and minutes, guidelines and policies, presentations, and other ad-hoc reports using department and corporate standards ensuring all timelines are met
  • Liaise with Elected Officials, Executive Team, department Directors, SCES Management, and related support staff, IAFF Union Executive, government agencies, industrial partners, and other external and internal stakeholders
  • Work with the Marketing and Communications Specialist to coordinate departmental events to which dignitaries are invited
  • Provide administrative back-up to other branch Administrative Assistants and the Customer Support Assistant

Skills and Abilities

  • High level of organizational and administrative skills with the ability to multi-task and adapt to changing priorities while working under pressure to meet deadlines
  • Excellent interpersonal, written, and verbal communication skills
  • Thorough knowledge of Microsoft Word, Excel, PowerPoint, Outlook, Adobe, and ability to learn other specific software systems, such as Open Text Content Server, eScribe, and County Connect
  • Ability to recognize matters of a confidential nature and handle in a discreet, professional manner
  • Ability to work with minimal supervision and within a team environment
  • Ability to work under pressure and manage competing priorities under strict deadlines

Qualifications

  • Office administration diploma/certificate from an accredited program/institution with five (5) years related experience in a senior administrative capacity
  • Experience working in an emergency services department or working in the public sector would be considered an asset
  • Extensive experience in both customer service and computer applications (Word, Excel, PowerPoint, Outlook, Adobe)
  • Incident Command System (ICS) 100 training is an asset

Equivalencies of education and experience may be considered. In addition to providing a dynamic working environment, we offer a competitive salary and benefits package.  

This competition may be used to fill future vacancies for similar positions within the next 6 months.

Thank you for your interest in Strathcona County. We only contact candidates selected for interviews.

A cover letter must be submitted along with a resume describing the interest in this position.

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