Community Services Administrative Assistant - Casual

The City of Red Deer•Red Deer, AB

13h

About The Position

The City of Red Deer is currently recruiting for a Community Services Administrative Assistant to fill a casual position. This position presents a dynamic opportunity to play a pivotal role in supporting administrative functions within the Community Services Division. Primarily focused on delivering exceptional customer service and providing reception assistance as well as being required to assist with clerical and accounting functions, you will have the chance to contribute to the success of the Parks and Public Works team while also gaining exposure to, and learning from, other areas within the City’s Community Services Department. The role requires a strong blend of administrative expertise, clerical and accounting experience, excellent interpersonal skills, and problem-solving abilities to effectively navigate a fast-paced and diverse administrative environment. If you are seeking a flexible, engaging position that offers exposure to different areas within the Environmental Services and Parks & Public Works Departments, we encourage you to apply.

Requirements

Successful completion of a one-year diploma from a recognized college in Secretarial Science, Office Administration, Business Administration, or equivalent.
Two years of experience in an administrative position that included considerable public contact and customer service. An equivalent combination of education and experience may be considered.
Developed ability and skill in utilizing common business software such as Excel, Word, PowerPoint, Outlook OneNote, and ability to learn and adapt to new and emerging software(s) as business need requires.
Ability to type 50 wpm accurately.
The ability to effectively communicate while dealing with the public, other staff members and other City Departments within a hectic and sometimes critical environment of public complaints and emotional situations.
Must have good listening skills, speak clearly and concisely, and able to respond courteously to public inquiries and criticisms.
A demonstrated proficiency at working independently using initiative to prioritize and complete duties and workload efficiently in a multi-tasking team-based environment.
Demonstrated ability to maintain confidentiality when working with confidential material and subject matter.
Knowledge of municipal governance and administrative processes.
Demonstrated ability to carry through on commitments with precision and ability to attend to detail.
Demonstrated ability to build relationships and work effectively in a team environment.
Demonstrated ability to accurately produce, type, and assemble material from rough notes, handwritten information and conversations to a professional quality document.
Ability to acquire and retain knowledge of The City organization and relevant policies and procedures and keep informed of current City issues.
Must be prepared to continue the learning process and show an aptitude to personally enhance skills with respect to technology.

Responsibilities

Coordinate and support meetings, special projects, and events, including scheduling, agendas, and minute-taking.
Provide comprehensive administrative support, including preparing correspondence, reports, presentations, and spreadsheets.
Maintain departmental records, manuals, policies, procedures, contracts, and contact lists in accordance with corporate standards and records management requirements.
Coordinate staff travel, training, conferences, and seminars.
Administer and track uniforms, property, and related inventory.
Provide reception, front-counter, and switchboard services, including visitor support and meeting room coordination.
Deliver high-quality customer service to the public, City staff, councillors, consultants, contractors, and developers.
Respond to routine public inquiries and complaints, escalating and following up on issues as required.
Maintain assigned intranet and internet content.
Prepare and distribute advertisements, notices, and communications related to departmental activities.
Manage incoming mail and assigned email correspondence.
Coordinate administrative purchases, including obtaining quotes, ordering, delivery, and payment.
Process accounts payable transactions in accordance with financial policies and signing authority.
Coordinate and enter timesheet and payroll data for assigned staff.
Collaborate with and support other administrative staff to manage priorities and workloads effectively.
Follow safe work practices and report safety concerns in accordance with City procedures.