Job Description
Reporting to the Manager, Occupational Health and Safety (OHS), this position provides administrative support to both the OHS and HR Operations branches within Human Resources. The role includes direct administrative assistance to the OHS Manager and broader program support across both branches. This position works collaboratively to ensure effective coverage and backup for HR administrative functions and contributes to various related administrative activities across the two branches.
Key Responsibilities:
- Oversee the Manager’s schedule through the coordination of meetings, preparation of meeting materials and logistics, and monitoring of deadlines to ensure time is well organized
- Coordinate logistics for training sessions, including printing training materials and scheduling events using Trumba.
- Draft meeting agendas, record, transcribe, distribute meeting minutes, keep action items list current
- Work in collaboration with the Director’s Assistant to review, coordinate and submit Council Reports, Executive Team Issues Briefs and Senior Leadership Team Issue Briefs in eScribe
- Review, prioritize and screen correspondence and mail, forward and delegate as appropriate
- Manage and maintain the process for collecting, verifying, and tracking Driver’s Abstracts as a condition of employment, ensuring compliance with organizational policies and applicable regulations. This includes proactive follow-up with employees, accurate recordkeeping, and timely reporting to relevant stakeholders
- Coordinate and maintain the OHS on-call schedule for the organization, including scheduling, updates, and timely communication of changes to ensure seamless coverage and operational readiness
- Maintain corporate visa, prepare expense reports, pay invoices, administer payment vouchers, journal entries and purchase orders
- Provide reports and data file records, order supplies, complete Asset Planner requests
- Assist with a variety of branch related administrative processes and procedures as assigned, including those for events, workshops and meetings
- File branch related records (e.g., projects, compensation, job evaluation, etc.) in a timely manner in accordance with corporate standards
- Liaise with reception to ensure appropriate supplies are ordered
- Act as SharePoint site administrator, ensuring materials are organized and safe in an efficient and effective manner
- Provide technology support for the branch providing advice, troubleshooting and e-file management
- Coordinate onboarding for new employees for branch
- Work with HR Communications Specialist to ensure Branch webpage is up to date
Qualifications and Skills:
- Completion of a certificate in Administration or Human Resources or a related field with a minimum of 4 years of related, progressively responsible experience or a High School Diploma with 5 years related HR administrative experience
- Proficient in Microsoft Office suite and a variety of HR software
- Understanding of HR policies, programs and services, as learned through on-the-job training and experience
- Strong organizational and planning skills, with attention to detail to manage multiple priorities and
- deadlines and work with minimal supervision
- Well-developed written and verbal communication skills
- Ability to anticipate needs, demonstrate sound judgement and respect confidentiality
- Sound knowledge of general office procedures
- Ability to interact effectively with multiple contacts at all levels in the organization
- Strong service delivery focus, with emphasis on timely and accurate response to inquiries and follow up on commitments
Who We Are:
Strathcona County is a specialized municipality located in the heart of Alberta. Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, fairness, and cooperation.
Why Join Strathcona County: (depending on position)
- Competitive salary and comprehensive benefits package, which includes:
- Extended health and dental coverage
- Health and wellness spending account
- Life and disability insurance
- Retirement and pension programs
- Paid and unpaid leave programs
- Earned day off program
- Employee and family assistance program
- Commitment to employee development, through internal and external training and development opportunities
- Well-being programs and a safety culture focused on physical and psychological health in the workplace
Equivalencies of education and experience may be considered.
This competition may be used to fill future vacancies for similar positions within the next 6 months.
Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences.
We thank all applicants for their interest; however, only those selected for an interview will be contacted.
