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.
- 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
- 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.