Administrative Assistant

EMRB; Canada; On-site; CAD 60,000 - 74,000; Full time

Benefits offered by this job

Health and dental benefits

LAPP pension

Vacation starting at three weeks

Sick and personal leave

Flexible work arrangements

Job summary

The Town of Devon is seeking an Administrative Assistant to support the Planning & Operations Division and the wider organization. You will handle planning and development inquiries, maintain records, prepare reports, and assist with procurement and cross-functional tasks in a collaborative environment.

You will serve residents, developers, contractors, and internal staff, ensuring accurate documentation, compliance with bylaws, and timely, professional service.

Qualifications

• Minimum three (3) years of administrative experience in a municipal environment.
• Proficient with Microsoft Office Suite, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.
• Legally entitled to work in Canada and Alberta Class 5 Driver's License.

Responsibilities

• Serve as the primary point of contact for planning, development, permitting, and operations inquiries with professional customer service.
• Provide information and guidance regarding Town policies, bylaws, permit requirements, municipal services, and departmental processes.
• Receive, process, and track development, subdivision, permits and related documentation.
• Maintain accurate electronic and physical records in accordance with records management requirements.
• Prepare, coordinate, and distribute reports, notices, and administrative documents.
• Coordinate contractor and procurement activities, including quotations, bid openings, and invoice verification.
• Maintain and update departmental forms, databases, and website content to support service delivery.
• Provide cross-departmental administrative support and ensure operational continuity.

Skills

Microsoft Office

Outlook

Teams

SharePoint

Time management

Attention to detail

Customer service

Independent working

Record-keeping

Education

High school diploma

Post-secondary education in Office/Business Administration or Local Government Administration

Tools

Records management software

Permitting software

Financial software

Job description

Salary Range: $59,597.00 To $73,846.00 Annually

Position Title: Administrative Assistant

Organization:Town of Devon

Job Type:Full-Time, Permanent

Work Schedule:35-hour work week (8:30 a.m. to 4:30 p.m., Monday to Friday)

Application Deadline:Monday, August 24, 2026

Desired Start Date:Monday, September 21, 2026

Description

Are you an organized, customer-focused administrative professional who enjoys variety in your work and takes pride in keeping operations running smoothly? The Town of Devon is seeking a collaborative and detail-oriented Administrative Assistant to support the Planning & Operations Division and the broader organization in an administrative capacity. This role helps ensure efficient workflows, accurate recordkeeping, and compliance with established processes, procedures, and legislative requirements.

As a key point of contact for residents, developers, contractors, consultants, service providers, and internal stakeholders, this position provides information and administrative support related to planning and development applications, municipal operations, and departmental programs. Designed as a cross-functional role, this position is shared and cross-trained across assigned responsibilities to support operational flexibility, service continuity, and responsive customer service within the Planning & Operations Division.

Reporting to the General Manager of Planning & Operations and working closely with divisional leaders and administrative staff across the organization, the Administrative Assistant is a valued member of the Town team and plays an important role in supporting the delivery of municipal services and contributing to a vibrant, well-managed, and growing community.

Key Responsibilities

• Serve as the primary point of contact for planning, development, permitting, and operational inquiries, providing professional customer service in person, by phone, and electronically.
• Provide information and guidance to residents, developers, contractors, consultants, and stakeholders regarding Town policies, bylaws, permit requirements, municipal services, and departmental processes.
• Receive, process, and track development, subdivision and safety codes inspections and permits and related applications and documentation.
• Maintain accurate electronic and physical records, including permit files, land records, databases, tracking systems, and departmental documentation in accordance with records management requirements.
• Prepare, coordinate, and distribute reports, correspondence, notices, development decisions, and other administrative documents.
• Coordinate contractor and procurement administration activities, including permit service providers, quotations, bid openings, invoice verification, and proposal tracking.
• Maintain and update departmental forms, databases, website content, public notices, schedules, maps, operational records, and reporting information to support effective service delivery and decision-making.
• Provide administrative support across departments, including reception coverage, records management, special projects, and reporting activities, and operational continuity.

Our Ideal Candidate

You are a highly organized and adaptable administrative professional with strong customer service, communication, and multitasking skills. You thrive in a fast-paced environment, manage competing priorities with accuracy and professionalism, and enjoy supporting a variety of municipal services. Whether assisting customers, coordinating permits, maintaining records, or preparing reports, you take pride in delivering high-quality work while maintaining confidentiality and attention to detail.

Education & Qualifications

• High school diploma or equivalent.
• Legally entitled to work in Canada.
• Valid Alberta Class 5 Driver's License.
• Satisfactory Criminal Record Check as a condition of employment.
• Equivalent combinations of education and experience may be considered.

Experience, Knowledge, Skills & Abilities

• Minimum three (3) years of administrative experience in a busy, customer-focused municipal environment.
• Proficiency with Microsoft Office Suite, including Outlook, Teams, SharePoint, Word, Excel, and PowerPoint.
• Strong organizational, time management, and multitasking skills.
• Excellent verbal and written communication skills.
• Strong attention to detail, accuracy, and record-keeping abilities.
• Ability to work independently, collaborate effectively, and manage competing priorities.
• Sound judgment, problem-solving skills, and discretion in handling confidential information.
• Knowledge of records management and document retention practices.

Assets

• Post-secondary education in Office Administration, Business Administration, Local Government Administration, or a related field.
• Knowledge of planning, development, safety codes and/or public works administration processes.
• Familiarity with municipal legislation, bylaws, permits, and regulatory requirements.
• Experience with records management, permitting, or financial software.
• Experience supporting multiple departments or operational functions.

Our Total Compensation Package Includes:

• An annual salary ranging from $59,597 to $73,846, based on education, experience, and qualifications.
• Comprehensive employer-paid health and dental benefits, including extended health coverage, vision care, travel insurance, an Employee and Family Assistance Program (EFAP), virtual health care services, life insurance, and a Health & Wellness Spending Account.
• Participation in the Local Authorities Pension Plan (LAPP), providing a secure foundation for your future retirement.
• Generous paid time off, including vacation starting at three weeks, annual sick and personal leave.
• Flexible work arrangement options may be available following successful completion of the probationary period.
• Access to Town-sponsored workplace culture initiatives, employee engagement activities, social events, and mental health resources.

We remind applicants that a pre-employment requirement is a Criminal Record Check, a valid Driver's License and satisfactory Driver's Abstract.

We thank all applicants who have applied for this opportunity. Only candidates shortlisted for an interview will be contacted.

Attachments (1)

Job Posting - Administrative Assistant - Planning and Operations.docx