Administrative Assistant - Lacombe, Canada - Lacombe County

Lacombe County

Verified Company

Lacombe, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

The Opportunity
Community Services Department | Permanent Full-Time Position | Monday - Friday |

8:00am - 4:00pm or 8:30am - 4:30pm

The Community Services department at Lacombe County oversees a number of program areas/services, everything from Agriculture and Environment, to Fire Services and Enforcement, to Utilities (water and wastewater systems).

We're looking for a
Community Services Administrative Assistant to perform the day-to-day administrative support for the department, ensuring the smooth operation of these various areas/services.

Reporting to the Director of Community Services, the Community Services Administrative Assistant position is responsible for providing superior administrative and customer service.

The right individual has strong attention to detail and organizational skills and is able perform tasks ensuring complete confidentiality of sensitive information.

Lacombe County is an attractive, balanced and progressive community.

We're looking for someone who wants to make a meaningful impact in our community and who finds fulfillment in serving others.

Key Responsibilities

Managing the daytoday administrative requirements for the various program areas/services (Agriculture, Environment, Fire Services, Enforcement and Utilities)

This includes:

Fielding and responding to incoming calls (from internal and external stakeholders). Recording complaints and forwarding to the appropriate area for follow up.
Sending out meeting invites, preparing agendas, and taking minutes for meetings.
Preparing correspondence and reviewing/proofreading reports; organizing, creating and maintaining paper and electronic records and files; creating and maintaining department templates.
Updating and maintaining the department sections our County website and the applicable sections on SharePoint.
Inputting enforcement related tickets issued by the Community Peace Officers. Coordinating with the Provincial Court and other Provincial agencies regarding trial notifications and court packages. Ensuring the necessary court documents are submitted in accordance with required timelines.
Assisting in the preparation, organization, scheduling, registration and hosting of Agriculture and Environment extension activities

This includes:
creating promotional material; taking registrations; hosting virtual meetings; shopping for supplies; ordering food; booking venues, etc.

Managing, invoicing and fielding calls for the Ag Plastics Program, the Sprayer Rental Program, Skunk Trap rentals, and other related Community Services programs.
Using the Fire-Pro software system to collect, process and track fire honorariums and training payments for the oncall paid members from the various district fire departments. Creating invoices for the shared fire expenses between the applicable municipalities.
Inputting operational and capital budget information into Questica.
Training new staff on the phone system, the department's file structure and filing system, SharePoint, etc.

Key Qualifications

Grade 12 diploma, or equivalent, plus postsecondary education in Office administration, Business Administration or a related program, supplemented by a minimum of 3 years of professional office experience. Previous office experience in a government environment is an asset.
Proven interpersonal and communication skills (both written and verbal); must be able to establish and maintain positive and productive working relationships with internal and external stakeholders in a manner that displays tact and diplomacy.
Exceptional organization skills are required. Demonstrated ability to manage a variety of tasks and consistently meet deadlines. A selfstarter who enjoys working in a team environment.
Able to remain objective and diplomatic, exercise mature judgement and maintain the highest level of confidentiality. Due to the access to police systems and enforcement related documents, a Certified Criminal Record Check is required as a condition of employment.

Why Lacombe County?
Lacombe County is committed to maintaining a vibrant, healthy, safe, caring and inclusive work environment. We hire great people who are looking to contribute to our respectful workplace.

We support a work-life balance and offer an excellent compensation package including:

A Pension for Life This position participates in the Local Authorities Pension Plan, a defined benefit pension plan, where a monthly pension is paid to you for life upon retirement.
A comprehensive group health and dental plan for you and your family plus an annual health/wellness spending account.
Annual vacation that increases with each year of employment plus participation in the flex time program.
We support and encourage annual professional development among all of our staff.

What about our Workplace Culture?
At the County, employees feel connected. They feel valued and have a sense of belonging. Our open door, collaborat