Job Description
The Administrative Assistant I provides professional, senior administrative support to Managers in a high-volume department while working with a high degree of independence to proactively ensure that the needs of Managers within the department are met. This position will support the Central Services, Facility Planning and Facility Projects, Design and Delivery branches at Fleet and Facility Management.
Key Responsibilities:
- 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 
- Calendar management including the coordination, arrangement and proactive scheduling of meetings
- Schedule, organize and assist with internal and external meetings, workshops, and events (branch, inter-branch, departmental and inter-departmental) 
- Primary point of contact for internal and external stakeholders
- Research and gather information to support report and presentation creation, as well as assist in the development of branch presentation materials
- Assist the Branch Manager with report writing, the development of Executive Team and Council reports in eScribe, as well as the branch performance report
- Support the branch Manager to plan and coordinate position specific mandatory OHS and performance-based training
- Coordinate and prepare Council inquiry responses, issue briefs, bylaws, policies, and procedures in accordance with County standards Research and coordinate information to prepare professional documentation including presentations, proposals, correspondence, issue briefs, contracts, Council reports, and issue briefs 
- Compose, maintain, circulate, and file internal communication including reports, meeting notes, email, and contacts
- Provide branch support with financial/asset management reports, budget planning consolidation, documentation and activities, as well as supporting with year-end reporting
- Branch contact for managing corporate records electronically in SharePoint, ensuring consistency and providing leadership, advice and training on records management responsibilities
- Coordinate project specific OHS documentation for all active projects and ensure it is filed and communicated with department OHS representative, and support requests from OHS team as required
- General department administrative support
- Support the Managers, Supervisors and branch members with purchase requisitions, in Oracle, as needed
- Work with Financial and Strategic Services to request branch specific Delegations of Authority in Oracle for supervisors, line leaders or any branch member for emergent absencess
- Support branch team members in the following areas
- Financial or asset management reports as identified or required 
- Assist in budget planning consolidation, documentation and activities as needed by the Manager 
- As a SharePoint Owner, manage/update the branch SharePoint site and offer support to the branch team to ensure the site is being properly utilized, metadata is being assigned and the proper record management processes are being used
- Support the grant application process as required
- Assist the branch with the use of Analytical reports from Asset Planner
- Act as a back up for the Director’s Administrative Assistant Supporting year end completion for to ensure the branch financial practices align with County timelines and processes
- Support other branches as needed, in the absence of the Branch Administrative Assistant 
- Any additional tasks as identified 
Qualifications and Skills:
- High School Diploma plus 5 years of related administrative experience
- Certificate or Diploma in Administration (or a related field) is preferred
- Excellent communication skills and ability to maintain a professional and positive image when working with internal and external clients (coworkers, the public, Elected Officials, and senior administration)
- Strong organization and time management skills with the ability to work under pressure and at times, with a high volume of various tasks
- Excellent customer service skills and ability to recognize and deal with matters of a confidential nature in a discrete and professional manner
- Ability to work independently, negotiate priorities on short notice and promptly adapt to an everchanging work environment
- Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook), as well as programs such as O365, SharePoint, TEAMS, OneDrive, Visio and e-Scribe
- Thorough knowledge of Strathcona County protocol and a strong understanding of corporate and division policies, procedures and organizational structure
- Basic knowledge of related terminology and practices related to the management of fleet and facility operations
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 role may be eligible to participate in our hybrid work program.
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.
