Administrative Assistant - Planning

Town of Cochrane • Cochrane, AB

3d • Onsite

About The Position

The Town of Cochrane is seeking an Administrative Assistant - Planning to provide high-level technical, administrative, and customer service support to the Planning Services division within Community Growth. This role is designed for a detail-oriented professional who excels in a fast-paced municipal environment, balancing complex file management with a "people-first" approach to customer service. Reporting to the Manager, Planning Services, you will serve as a vital link between the Town and the public, ensuring the administrative backbone of our growth initiatives is professional, efficient, and reliable. This position is structured as a prime development opportunity, offering hands-on training and comprehensive exposure to all areas of Planning, allowing for significant expansion of technical knowledge. For the right candidate, this role is a strategic stepping stone to a future position as a Development Technician. You will also play a critical role in the division's success by managing records, coordinating high-level stakeholder meetings, and applying basic accounting and financial software skills. The Town provides the environment to grow technical skills, keeping you at the forefront of modern public administration.

Requirements

• Completion of a post-secondary program in the administrative profession, Planning, Land Use, Civil Planning, or equivalent education and experience.
• Minimum of 1–2 years of administrative experience within a municipal environment.
• High School Diploma or equivalent (G.E.D).
• Strong communication skills, an excellent work ethic, and a commitment to a high level of customer service.
• Ability to work independently, prioritize tasks, manage time, and adapt to a changing pace and environment.
• Knowledge of bylaws, policies, and procedures pertaining to specific divisions, alongside provincial and federal legislation.
• Basic understanding of municipal financial software programs, basic accounting skills, MS Office Suite, and internet research.
• Ability to maintain a high level of confidentiality in all interactions.
• Participation in the Town’s Minimum General Safety Training program.

Responsibilities

• Serve as a key customer service representative for the division by receiving, directing, and responding to requests from internal and external customers.
• Demonstrate tactful communication skills and diplomacy when resolving escalated customer complaints and dealing with dissatisfied or irate clients either in person or by phone.
• Review and prepare all documents, reports, agendas, presentations, and other correspondence materials using the MS Office Suite.
• Develop and maintain a rigorous records management system, classifying and coding electronic and hardcopy files.
• Schedule and organize meetings for internal and external stakeholders.
• Review all incoming and outgoing correspondence and coordinate requests for information and data.
• Track and create statistics for activity within the Planning Services division to assist in data-backed decision-making.
• Maintain and enhance the public-facing website profile for all sections.
• Maintain and monitor office equipment and supply inventory, placing orders to ensure uninterrupted service delivery.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree