Administrative Assistant III

City of Grande Prairie; Grande Prairie; On-site; CAD 41,000 - 55,000; Full time

Job summary

The City of Grande Prairie invites applications for an Administrative Assistant III to support Mobile Outreach and Grande Prairie Enforcement Services. This role handles a broad range of administrative duties across two dynamic departments, serving staff, management, and partners with a focus on efficiency and accuracy.

Ideal candidates have 2–3 years of public sector experience, strong MS Office skills, and a proven ability to manage records, reports, and confidential information while

Qualifications

• 2–3 years administrative experience, preferably in a public sector environment.
• Strong analytical, organizational, and problem-solving skills with the ability to prioritize competing demands.
• Advanced proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Adobe Acrobat, with the ability to create and maintain databases, prepare reports, analyze information, manage records, and produce professional correspondence.
• Strong written and verbal communication skills with the ability to communicate effectively and professionally with staff, management, external agencies, and community partners.
• Experience coordinating multiple projects, maintaining confidential information, and supporting operational processes in a dynamic environment.
• Strong attention to detail and proven ability to manage multiple priorities while consistently meeting deadlines.
• Ability to establish and maintain positive working relationships with internal and external stakeholders through professionalism, collaboration, and excellent customer service.

Responsibilities

• Provide comprehensive administrative support to Mobile Outreach and Grande Prairie Enforcement Services, serving as a key point of contact for staff, management, officers, internal departments, external agencies, and community partners.
• Coordinate departmental records and documentation, including enforcement records, bylaw tickets, AGENT records, court documentation, and other operational files.
• Coordinate court and enforcement administrative processes.
• Support Mobile Outreach operations, including maintaining databases and encampment tracking systems, coordinating technology and equipment, managing system access, and maintaining operational resources.
• Prepare and maintain departmental reports and statistics, including monthly reports, dashboards, and other operational data.
• Coordinate employee administration, including recruitment, onboarding and offboarding, HR documentation, staff scheduling, calendars, and employee records.
• Coordinate health and safety administration, including training and certification records, health and safety documentation, hazard assessments, and the development and distribution of Standard Operating Procedures and Safe Work Procedures.
• Manage financial and purchasing activities, including invoices, purchase orders, expense documentation, financial reconciliation, purchasing, and maintaining appropriate inventory levels.
• Coordinate meetings and departmental communications, including agendas, minutes, meeting logistics, shared email accounts, calendars, mail, forms, templates, and information resources.
• Manage departmental equipment, clothing, supplies, and inventories, including uniforms, operational kits, IT equipment, office supplies, and related tracking records.
• Support continuous improvement and special projects, including records management, shared-drive organization, workflow improvements, and other initiatives that enhance departmental efficiency.
• Build positive working relationships and provide exceptional customer service, facilitating communication, information sharing, and coordinated administrative support across both departments.
• Support other administrative duties as assigned.

Skills

Administrative experience

Public sector experience

Microsoft Office

Communication skills

Record keeping

Problem solving

Multitasking

Education

Combination of experience and education

Tools

Outlook

Excel

Word

Adobe Acrobat

Job description

Our Mobile Outreach/Grande Prairie Enforcement ServicesDepartment islooking for a dedicated Administrative Assistant IIIto join the team.

Position Responsibilities

The Administrative Assistant provides administrative and operational support to both Mobile Outreach and Grande Prairie Enforcement Services (GPES) in a dynamic and fast-paced environment.

Mobile Outreach provides services and support to vulnerable individuals within the community, while Grande Prairie Enforcement Services is responsible for the enforcement of municipal bylaws, provisions of the Municipal Government Act, and various provincial statutes under Peace Officer appointments.

This position plays an important role in maintaining efficient department operations by coordinating administrative processes, records, resources, and information across both departments.

• Provide comprehensive administrative support to Mobile Outreach and Grande Prairie Enforcement Services, serving as a key point of contact for staff, management, officers, internal departments, external agencies, and community partners.
• Coordinate departmental records and documentation, including enforcement records, bylaw tickets, AGENT records, court documentation, and other operational files.
• Coordinate court and enforcement administrative processes.
• Support Mobile Outreach operations, including maintaining databases and encampment tracking systems, coordinating technology and equipment, managing system access, and maintaining operational resources.
• Prepare and maintain departmental reports and statistics, including monthly reports, dashboards, and other operational data.
• Coordinate employee administration, including recruitment, onboarding and offboarding, HR documentation, staff scheduling, calendars, and employee records.
• Coordinate health and safety administration, including training and certification records, health and safety documentation, hazard assessments, and the development and distribution of Standard Operating Procedures and Safe Work Procedures.
• Manage financial and purchasing activities, including invoices, purchase orders, expense documentation, financial reconciliation, purchasing, and maintaining appropriate inventory levels.
• Coordinate meetings and departmental communications, including agendas, minutes, meeting logistics, shared email accounts, calendars, mail, forms, templates, and information resources.
• Manage departmental equipment, clothing, supplies, and inventories, including uniforms, operational kits, IT equipment, office supplies, and related tracking records.
• Support continuous improvement and special projects, including records management, shared-drive organization, workflow improvements, and other initiatives that enhance departmental efficiency.
• Build positive working relationships and provide exceptional customer service, facilitating communication, information sharing, and coordinated administrative support across both departments.
• Support other administrative duties as assigned.

Qualifications

• Two to three years administrative experience, preferably in a public sector environment.
• Strong analytical, organizational, and problem-solving skills with the ability to prioritize competing demands, exercise sound judgment, and work independently with minimal supervision.
• Advanced proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Adobe Acrobat, with the ability to create and maintain databases, prepare reports, analyze information, manage records, and produce professional correspondence.
• Strong written and verbal communication skills with the ability to communicate effectively and professionally with staff, management, external agencies, and community partners.
• Experience coordinating multiple projects, maintaining confidential information, and supporting operational processes in a dynamic environment.
• Strong attention to detail and proven ability to manage multiple priorities while consistently meeting deadlines.
• Ability to establish and maintain positive working relationships with internal and external stakeholders through professionalism, collaboration, and excellent customer service.
• A combination of experienceand education may be considered.

Hours

The standardworkweek consists of an average of 35 hours, with the specific schedule beingdetermined by theimmediate supervisor.

Compensation

Salary range $30.63 - $39.62 per hour as per the Out-of-Scope Agreement.

The City of Grande Prairie is committed tobuilding and sustaining an inclusive work environment composed of individualswith unique experiences, perspectives, talents, and contributions who welcome,support, respect and value all members of the community.

Selection Process

We appreciate your interest in our organization,and we thank you in advance for your application. Candidates selected for aninterview will be notified via phone or email.