Executive Assistant - Administrative Services - Jobs in Taber, AB

Job Description

Type:Full TimeSalary/Pay Rate:33.00/hrPosted Date:10/05/2022 1:00 PM

Executive Assistant – Administrative ServicesCompetition No. JP 22-032Internal/External PostingPOSITION SUMMARY:The person in this position performs effective general and special administrative duties supporting the Administrative Services operations. This position supports Town Council, Chief Administrative Officer, Administrative Services Manager, administration, and liaises with external agencies and organizations. This position must maintain confidentiality at all times regarding matters that arise within these offices. Duties include research, analysis, drafting and preparing documents, typing, filing, coordinating internal/external events, and coordination of cemetery services and maintenance of the cemetery and municipal records systems. This position falls within the scope of CUPE Local 2038.WORK ENVIRONMENT:

• Work is performed in an office with some meetings offsite.
• May be required to work overtime for meetings as described in the responsibilities.

DUTIES AND RESPONSIBILITIES:

• Prepares, distributes, and processes documents such as contracts, agreements, reports, correspondence, work orders, contact lists, advertisements, policies, and operating procedures.
• Posts documents and other various government documents to the website (applicable to Council, CAO, and Administrative Services) to keep the organization and general public informed.
• Serves as back up for Communications tasks (social media, website, media liaison), when required.
• Works collaboratively with other departments, facilitating co-ordination on projects when required.
• Greets customers, responds courteously and constructively to public requests and complaints, by providing or obtaining the appropriate information and/or directing to appropriate person.
• Processes cemetery service requests by coordinating plot sales, perpetual care sales and determining interment details. Refers interment details internally and externally.
• Operates and maintains the cemetery software system; maintains cemetery records in accordance with the municipal bylaw(s) and provincial legislation.
• Provides regulations, permits and direction regarding the installation of monuments at the cemetery.
• Researches and analyzes information such as legislation, bylaws, reports, contracts, files, minutes, and searches.
• Maintains the Council and Council Committee meeting calendar, working with Communications by ensuring it is advertised in accordance with the Municipal Government Act as well as distributed to members of Council and Council Committees, interested and/or participating parties, internal working teams, outside agencies, and the public in general.
• Coordinates all meeting room bookings for the Council Chambers and Committee Room located in the Administration Building.
• Receives, distributes, and disseminates incoming mail (both electronic and hard copy) for Council and CAO.
• Operates agenda software system; complies agendas, records and transcribes minutes for assigned Council and Council Committee meetings, and for internal meetings such as ad hoc and staff meetings, when required.
• This could include evening meetings.
• Operates and maintains a database for all leases, including oil and gas leases, and town-owned buildings and spaces.
• Quality assurance of data entry on records and records systems and software.
• Maintains, organizes, scans, indexes, and classifies active and inactive paper or electronic documents for the operational files, administrative files, and various libraries.
• Handles sensitive material and provides a safeguard to protect same.
• Must maintain a high level of confidentiality regarding the information they have access to.
• Prepares and submits purchase requisitions; receives goods and materials ordered.
• Performs other related duties such as arranging meetings and events, swearing, or affirming documents, and health and safety program duties.
• Performs the duties as determined necessary in accordance with the Municipal Emergency Management Plan.
• Participates in various special projects and any other duties as assigned.

SKILLS & ABILITIES:

• Cooperation and collaboration in team environments as well as results only work environments (ROWE).
• Organizational skills (set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities).
• Problem solving skills (assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem).
• Employ good judgement, organizational and time management techniques to adhere to project and task specifics and deadlines in a fast-paced environment, as required.
• Ability to be self-motivated, retain concentration, and work independently with frequent interruptions in order to process the workload within established time frames.
• Ability to accurately type and input, proofread and edit technical and general information.
• Ability to adapt in a constantly changing work environment.

PHYSICAL, MOTOR & VISUAL SKILLS:

• Physical Skills Work requires moderate physical strength and effort occasionally, such as lifting approximately twenty pounds, carrying object(s) and stacking them or placing them in a storage area.
• Motor Skills Work requires pulling, pushing, standing, or walking throughout workday.
• Visual Skills Work requires reading and reviewing documents both in paper and electronic form.

MINIMUM QUALIFICATIONS:

• High School Diploma or Equivalent
• Minimum 5 years’ experience in a related administrative position
• Diploma or certificate in Office Administration and/or Records Management will be considered an asset.
• Ability to obtain a Local Authority Administration (NACLAA) Certificate
• Working Knowledge of Roberts Rules of Oder will be considered an asset.
• Excellent communication and public relations skills, verbally and in writing with staff and the public, (critical listening skills, with the ability to capture central discussion in meetings, multitasking, ability to analyze complex information).
• Knowledge of office procedures, including a computerized records management system that enables scanning, profiling, and retrieving of documents.
• Intermediate computer skills: proficiency is required in the use of a variety of computer software programs and related equipment, including Microsoft Office Suite and databases.
• Knowledge and experience working in an environment governed by the Freedom of Information and Protection of Privacy Act (FOIPP).
• Ability to obtain a Commissioner of Oaths Appointment.
• Standard First Aid and CPR/AED
• Ability to provide a clean Police Information Check

DURATION: Fulltime positionSUPERVISOR: Administrative Services ManagerSTART DATE: As soon as possibleWAGE: $33.00/hourHOURS OF WORK: 37.5hrs/week; Monday – Friday - 8:00am – 4:30pm, overtime as required.CLOSE DATE: Open until a suitable candidate is foundThis position falls within the scope of CUPE Local 2038 and therefore, internal candidates will be given first consideration.Please reference the competition number when submitting your cover letter and resume in confidence to:Human ResourcesTown of Taber4900 A 50 St.Taber, AB T1G 1T1Fax: 403-223-5530E-mail: hr@taber.caWe thank all applicants in advance for their interest, however only those applicants who will be interviewed will be contacted.Quick Apply

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