Posted Wednesday, August 13, 2025, 3:00 AM | Expires Tuesday, September 2, 2025, 2:59 AM
Why work for the Town of Canmore: You will have the opportunity to work with a team that is professional, dedicated and passionate about creating a sustainable and inclusive community; ensuring it continues to thrive structurally, environmentally and culturally into the future. As an organization, the Town of Canmore exists to serve the community and visitors to Canmore, to support a sustainable future for all, and to ensure the most efficient and effective use of taxpayer dollars.

POSITION OVERVIEW:

As a part of the Planning and Development Team and reporting to the Manager of Planning and Development, the Administrative Assistant is responsible for a variety of clerical activities and core administrative functions of the Planning and Development department. As the primary contact for general planning and development inquiries, this position provides sound customer service to internal and external clients, while maintaining a high degree of confidentiality at all times. Timely and accurate written and oral communication is crucial for the Administrative Assistant in performing general administrative tasks, attending meetings and taking minutes, responding to customer service inquiries, and providing permitting support.
This is the perfect job for someone who desires to make meaningful and direct impacts in the community using their strong administration, organization, and customer service skills as a member of the Planning and Development Department. Acting as a clerk for committees and boards (i.e. Canmore Planning Commission) and speaking confidently in public meetings is also a required aspect of this role. You will have the chance to further develop your exceptional communication, organization, and customer service skills in supporting all aspects of the department’s functions, initiatives, and projects.
This is the ideal role for an individual who is not afraid to tackle a variety of tasks – no matter how big or small! Our ideal candidate will be a professional, personable, and supportive team player who can cultivate meaningful and collaborative relationships within your team and with the public. This role will be engaging with the public daily, so customer service and conflict resolution skills are an asset. To be the best fit for this position, you must have a genuine interest and experience in assisting members of the community, be detail-oriented and have strong computer skills.

CORE ACCOUNTABILITIES:

• Complete data entry into custom software as backup support to Permit Clerk
• Maintain order in the file room and digital filing system, ensuring appropriate archival processes are undertaken according to regulatory requirements
• Sort and distribute mail and monitor the departmental email account and inquiry system
• Review, code and process all departmental invoices
• Management and ordering of departmental office supplies
• Coordinate and distribute statutory correspondence and notifications as required
• Prepare and register land-related agreements with Land Titles
• Prepare and circulate meeting agendas and take meeting minutes
• Complete additional duties/responsibilities as assigned by the Manager
• Prepare and distribute monthly building statistics reports and staff performance statistics
• Is generally knowledgeable about Town of Canmore services
• Reviews and process all records requests including Building Plans and Environmental Requests.
• Maintains and updates departmental web content and the webpage as necessary.
• Updates departmental forms and guides with assistance from other staff

EDUCATION & QUALIFICATIONS:

• Secondary School diploma – required
• Post-secondary degree, diploma in a related field such as Public, Office or Business Administration – required
• Technical training and certification in office administration or computer applications – asset

EXPERIENCE:

• Minimum two years of related experience in an office administrative role in a municipality or other government environment; or experience in a Planning and Development firm – required
• Demonstrated strong verbal, written and electronic communication skills – required
• Advanced proficiency in MS Office including Outlook, Word, Excel, particularly with spreadsheet construction and manipulation – required
• Experience preparing and circulating complex meeting agendas
• Experience electronically recording and transcribing concise and accurate meeting minutes – required
• Exceptional customer service skills with the ability to deal effectively with difficult clients – required
• Able to work under pressure in busy office environment, adhere to schedules and meet deadlines – required
• Ability to manage multiple tasks and adapt quickly to changing priorities – required
• Comfortable working with minimal supervision – required
• Familiarity with Municipal Government Act, Land Use Bylaw and Land Titles Act – asset
• Advanced written and oral communication skills. - required
• Proficiently and efficiently uses computer operating systems, software and applications such as MS Office, CityView, Teams and Zoom. – required
• 3 years’ experience in an office environment handling complex administrative tasks- required
• 3 years’ experience in a municipal administration environment- preferred

THE TOWN OF CANMORE IS AN INCLUSIVE AND EQUAL OPPORTUNITY EMPLOYER. ALL APPLICANTS WILL BE CONSIDERED FOR EMPLOYMENT WITHOUT ATTENTION TO AGE, COLOUR, RACE, GENDER, ANCESTRY, ETHNIC ORIGIN, DISABILITY OR SEXUAL ORIENTATION. PERSONS WITH DISABILITIES WHO ANTICIPATE NEEDING ACCOMMODATIONS FOR ANY PART OF THE APPLICATION PROCESS MAY CONTACT, IN CONFIDENCE, HR@CANMORE.CA

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