Administrative Assistant I

at  Strathcona County

We have an exciting opportunity for an experienced Administrative Assistant directly supporting a manager to join Recreation, Parks and Culture!
The Administrative Assistant is accountable for efficient and confidential support to the Branch Manager for all aspects of administrative office support including the execution of both routine duties and specialized assignments while maintaining professional rapport with all internal and external clients.
This role may be eligible to participate in our hybrid work program. The successful candidate will be required to reside within 2 hours of Sherwood Park, Alberta.

QUALIFICATIONS AND SKILLS

• Proficient knowledge of Microsoft Office products including SharePoint and business equipment
• Excellent interpersonal, verbal, and written communication skills
• Exceptional organizational and time management skills of self and others, with attention to detail
• Ability to work independently and within a team as well as a strong ability to work collaboratively and build productive working relationships
• Ability to maintain discretion and respect confidentiality
• High School Diploma plus five years of related work experience
• Post-secondary certificate or diploma in office administration or a related field would be an asset
• Experience supporting a Manager or as a senior administrative team member is highly desired
• Knowledge of procurement and contract administration is an asset
• Knowledge of municipal departments and services and the role of Recreation, Parks and Culture within the County is an asset

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 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.

• Provide comprehensive and proficient administration to the Branch Manager to ensure an organized structure is maintained and deadlines are met. This includes being the first point of contact for the Manager’s office: use discretion and judgement regarding the flow of information, record and track deadlines, evaluate incoming issues requiring immediate attention, develop preliminary action plans, acting independently as required.
• Research, coordinate and prepare professional documentation including presentations, correspondence, Council inquiry responses, issue briefs, and procedures in accordance with County standards.
• Coordinate responses, problem solve complaints, answer, and follow up on inquiries about services, venues, policies, procedures, and operations from external agencies, governments, and other departments.
• Prepare various contracts, legal agreements, leases, extensions, requests for proposals, requests for quotations, etc., ensuring compliance with required authorizations and appropriate document storage.
• Working with Corporate records management as the lead for the branch to ensure adherence to corporate guidelines.
• Provide administrative support to the Department Contract Advisor with contract management related tasks.
• Oversee and coordinate various department processes for tracking documentation including reviewing expiring contracts to mitigate risk.
• Compose, maintain, circulate and file internal communication including reports, meeting notes, email, and contacts.
• Act as the SharePoint site branch owner for Finance and Business Operations and support additional enhancements or projects as required.
• Schedule, organize and assist with internal and external meetings, workshops, and events (branch, inter-branch, departmental and inter-departmental).
• Assist the department finance, business systems and services teams with various tasks such as variance reports and payroll time entry support.
• Key department contact for building access and security cards.
• Provide administrative support to Branch operations including support for all recreation software upgrade projects.