Administrative Assistant, CAO and Human Resources

at  Town of Slave Lake

ADMINISTRATIVE ASSISTANT, CAO AND HUMAN RESOURCES

The Town of Slave Lake is looking for an experienced Administrative Assistant to provide dual administrative support to the Office of the Chief Administrative Officer (“CAO”) and the Human Resources department.

QUALIFICATIONS / EDUCATION / EXPERIENCE:

• Three (3) to Five (5) years’ administrative experience is required.
• Grade twelve education.
• Advanced skills in Microsoft Office and a variety of software.
• Experience working in an HR setting or previous municipal experience will be considered an asset.

SKILLS REQUIRED:

• Excellent problem-solving skills.
• Organized and efficient self-starter with the ability to juggle multiple tasks.
• Strong written and verbal communication skills.
• Desire to work as a team with a result driven approach.
• Excellent time management and organizational skills.
• Proficient in MS Office and database applications and administrative systems.
  Note: The above is not intended to be an exhaustive list of all the responsibilities and activities required for this position but gives a general nature and level of work being performed by the incumbent.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

This role requires coordinating confidential and sensitive internal and external documents and a keen desire to develop positive relationships with various internal and external stakeholders, including residents, visitors to the community, employees, and elected officials.
The incumbent acts as a resource to others inside and outside the organization and consistently presents a professional attitude.

MAJOR RESPONSIBILITIES – HUMAN RESOURCES

• Provide a wide range of clerical and administrative support to the Human Resources team.
• Support all activities of the recruitment process including scheduling and coordinating interviews, conducting phone screens, booking meeting rooms, typing, and updating interview guides, printing packages for the interview panel, conducting reference checks.
• Assist in supporting the Human Resources team with scheduling team meetings (in-person and virtual), coordinating handouts and recording meeting minutes.
• Support all internal and external HR-related inquiries or requests as required.
• Assist the department with document control procedures for job descriptions, performance evaluation and other document templates.
• Assist with the administration of FOIP requests.
• Maintain accurate and up-to-date human resource files, records, and documentation, ensuring security, integrity and confidentiality of data of the physical and digital electronic records of employees.
• Respond to inquiries from job applicants and employees and refer the more complex questions to appropriate senior-level HR staff or management.
• Assist with maintaining, issuing, and filing performance review documents.
• Assist with the coordination of onboarding and orientations for new employees.
• Assist with the development and maintenance of all Town job descriptions.
• Assist with the coordination and tracking of employee training.
• Responsible for safeguarding all physical personnel files.
• Perform other all other HR administrative duties as assigned.

MAJOR RESPONSIBILITIES – OFFICE OF THE CAO

• Provide superior and discreet support to the CAO and members of the Administration team.
• Organize and schedule meetings as directed using Microsoft Outlook.
• Send out reminders of action items to the Senior Leadership Team and to Council members as directed.
• General administration duties, including drafting letters and emails, filing, receiving, and delivering mail courier.
• Respond to voicemails and phone calls.
• Function as backup support to the Executive Assistant to the CAO.
• Assist with the creation, preparation, and distribution of agendas, as well as taking minutes for Council and management team meetings.
• Attend committee meetings as assigned, record meeting minutes and action items and distribute in a timely manner to stakeholders.
• Vacation and general coverage for the Executive Assistant to the CAO.