Administrative and Reception Assistant

Protechautowhitby; Morinville; Hybrid; CAD 42,000 - 62,000; Full time

Job summary

Sturgeon County is seeking an Administrative & Reception Assistant to serve as the main contact for residents, vendors, and visitors. This in-office, 14-month temporary role is based in Morinville, AB and supports both reception and corporate finance functions.

You will handle inquiries, payments, and mail, while assisting with tax and utility processes and maintaining financial records. The position requires confidentiality and adherence to policies and procedures.

Qualifications

• Responds to inquiries and directs to appropriate County services.
• Maintains confidentiality and follows financial controls and policies.
• Performs payments and transactions with accuracy and care.

Responsibilities

• Reception and front desk support: answer inquiries, provide information, receive payments, and manage mail and supplies.
• Corporate Finance and Treasury support: process payments, code invoices, enter data, prepare journal entries and tax notices.
• Administrative support: draft and distribute documents, maintain records and SharePoint sites.”],
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Skills

Front-line customer service

Cash handling

Accounts payable/receivable

Tools

SharePoint

Job description

The Administrative & Reception Assistant serves as a primary point of contact for residents, ratepayers, vendors, visitors, and other stakeholders and provides professional front-line customer service on behalf of Sturgeon County. The position responds to inquiries, processes payments and transactions, and directs customers to appropriate services and resources.

The position also provides administrative and financial support to Corporate Finance & Treasury, including payment processing, accounts payable and receivable support, taxation and utility support, financial data entry, records management, and departmental administrative services. The position is responsible for performing work accurately, maintaining confidentiality, and following established financial controls, policies, procedures, and customer service standards.

This is a TEMPORARY (14 month) position and is fully in-office (Morinville, AB)

KEY DUTIES AND RESPONSIBILITIES

Reception and Front Desk Support (50%)

Serves as a primary point of contact for residents, ratepayers, vendors, visitors, and other stakeholders in person, by telephone, and electronically. Responds to general inquiries, provides accurate information regarding County programs and services, and directs complex or specialized inquiries to the appropriate department or employee. Provides professional, courteous, and solution-oriented customer service, including responding appropriately to difficult, sensitive, or escalated interactions. Receives, processes, and receipts payments in accordance with established cash-handling and financial-control procedures. Issues landfill and fire permits. Receives and distributes incoming mail, courier deliveries, and other correspondence and coordinates outgoing mail as required. Supports corporate office supply ordering and inventory. Maintains the security and confidentiality of information received through front-line interactions. Maintains an organized, professional, and welcoming reception area.

Corporate Finance and Treasury Support (30%)

Accepts, processes, and receipts payments for municipal taxes, accounts receivable, permits, licences, and other municipal goods and services in accordance with established procedures and internal controls. Reviews and codes departmental accounts payable invoices and routes invoices for appropriate approval. Performs financial data entry and peer review/verification of transactions to support the County's internal control framework. Prepares and enters routine journal entries into the County's financial system in accordance with established procedures. Prepares and distributes accounts receivable invoices, vendor payments, taxation notices, and other financial correspondence and mailouts as required. Provides front-line assistance with property tax, utility, accounts receivable, and payment inquiries and escalates complex matters as appropriate. Maintains departmental statistics, logs, and other records required to support operational and program reporting. Identifies discrepancies or unusual transactions and refers them to the appropriate employee or supervisor for review. Handles financial and personal information in accordance with applicable legislation, County policies, and confidentiality requirements.

Administrative Support (15%)

Drafts, formats, proofreads, and distributes correspondence, reports, forms, and other Corporate Finance and Treasury department documents. Maintains Corporate Finance and Treasury department electronic and physical records in accordance with corporate records-management requirements. Coordinates Corporate Finance and Treasury department administrative and operational mailouts. Maintains Corporate Finance and Treasury department SharePoint sites and shared electronic information. Provides administrative support to Corporate Finance & Treasury leadership and staff, including meeting, document, correspondence,