Job Description
Be a trusted partner to our ITS management team as an Administrative Assistant I! This position provides support to the ITS management group in a high-volume department while working with independence and leadership to proactively ensure that all administrative needs are met. The Administrative Assistant I must exercise good judgement in a variety of situations and maintain a balance among multiple competing priorities. The administrative assistance is the liaison between the Managers and their branch operations.
Key Responsibilities:
Organizing managers calendars – arrange meetings, accept appointments, provide necessary documentation for meetings, take and distribute minutes, and track action items
Gathering information from branch staff needed to draft responses for internal & external inquiries and correspondence for manager signature
Completing time entry and Delegation of Authority
Gather, research and coordinate information for preparation of reports, presentations, correspondence and other ad hoc requirements in a timely and confidential manner adhering to County standards
Coordinate registrations for conferences and training, arrange travel, and hotel accommodations; process and track staff conference and vacation requests, payment vouchers
Organize and assist with meetings, workshops, and events; set up appropriately and arrange refreshments as required
Assist staff by providing advice and guidance in relation to expense claims, time entry, and County forms, documents and processes
Create and update content for ITS SharePoint and Teams sites; post announcements, articles, and other essential information for the ITS team; ensure links are active
Managing County Connect communications ensuring timely response times and accurate updating of service requests; coaching new staff on operations of County Connect system
Updating departmental documents such as organization chart, yearly audit of parking stickers, department EDO calendar and agreements
Management of physical and electronic records; determining security, filing, deleting, archiving
Forms representative for ITS; create new forms or revise existing forms as required for all branches in consultation with Director’s Assistant, ensuring proper internal protocol and procedures are followed
Provide back-up coverage for other Manager’s Assistant and Director’s Assistant
Act as ITS OHS representative; ensure that the department complies with corporate policies, processes and guidelines; lead department OHS inspections; communicate and promote OHS messages, training and policy updates
Vendor Asset Management support activities, including receiving on purchase orders, researching and updating vendor and PO information, invoice processing
Qualifications & Skills:
High School Diploma with a minimum of 5 years related experience is required
Office Administration certificate or diploma is an asset
Excellent communication skills and ability to maintain a professional and positive image when working with internal and external clients (coworkers, the public, and senior administration)
Strong organization and time management skills with the ability to work under pressure and at times, with a high volume of various tasks
Excellent customer service skills and ability to recognize and deal with matters of a confidential nature in a discrete and professional manner
Ability to work independently, negotiate priorities on short notice and promptly adapt to an everchanging work environment schedule, for a department that operates 24/7
Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook), as well as programs such as O365, SharePoint, TEAMS, OneDrive, Visio and e-Scribe
Conditions of Employment:
- Submission of a Satisfactory Criminal Record Check
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 and critical illness programs
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 role may be eligible to participate in our hybrid work program.
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.