Administrative Assistant III

City of Grande Prairie; Grande Prairie; On-site; CAD 39,950,000 - 46,838,000; Full time

Job summary

The City of Grande Prairie is seeking an administrative support role focused on the financial management of Recreation across 10+ municipally operated facilities. You will perform data entry, process memberships, payroll-related duties, and maintain records in RMS, ERP, and timekeeping systems, delivering attentive service to residents and vendors.

Required: Diploma in Business Administration or Basic Bookkeeping with related experience; strong data entry and customer service skills; familiarity

Qualifications

• Diploma in Business Administration (or related field) with 1–2 years of related experience.
• Alternatively, Basic Bookkeeping course with 5+ years of directly related experience.

Responsibilities

• Accurate data entry and financial document processing using RMS, ERP, and timekeeping systems.
• Creation and updating of checklists, forms, procedures, and knowledge-base documents.
• Administration and processing of memberships.
• Assist with payroll-related duties and time card checks.
• Respond to customer service requests by phone, email, and in-person within deadlines.

Skills

Data entry & data management

Customer service

Timekeeping

Financial concepts

Organization & prioritization

Written & verbal communication

Problem solving

Independence & teamwork

Education

Business Administration diploma

Basic Bookkeeping certificate

Tools

RMS

ERP

Timekeeping systems

MS Office (Word/Excel)

Database & reports

Job description

The City of Grande Prairie is a vibrant, growing community located in the beautiful Peace Country region of Alberta. We are committed to providing exceptional public service and enhancing the quality of life for all residents. Grande Prairie is a great place to live, work, and play.

Position Responsibilities

This position reports to the CKC Finance Manager and works collaboratively to provide administrative support directly related to the financial management of Recreation which spans 10+ municipally operated facilities and includes the functions of Administration, Aquatics, Pool Operations, Certified Fitness Programs, Guest Services, Operations Logistics & Custodial, and Ice Operations. You address customer service requests and are meticulous in using the Recreation Management System (RMS), Enterprise Resource Planning (ERP) and timekeeping systems to create transaction records for a variety of programs and services. You will be responsible for performing a wide range of deadline-driven administrative, customer service, and financial duties in a dynamic, fast-paced, and challenging work environment. You are expected to provide a high degree of service excellence to internal and external customers, vendors, service providers, members, and guests while maintaining a high degree of accuracy, confidentiality, and professionalism.

Duties Include But Are Not Limited To

• Accurate data entry and financial document processing using the RMS, ERP, and timekeeping systems
• Creation and updating of checklists, forms, procedures, and various knowledge-base documents
• Conducting research and data collection, reporting, and statistical compilation in various systems
• Administration and processing of various types of memberships
• Assisting with employee time card checking, correction, and other payroll-related duties
• Performing health and safety-related training and tasks
• Responding to customers with service requests and concerns by phone, email, and in-person within expected time frames
• Processing cancellations and refunds for Recreation programs and services
• Addressing collections for NSF and overdue accounts
• Assisting with donation request review and administration

Qualifications

The successful applicant will have a diploma in Business Administration, (or related field) with 1 to 2 years directly related work experience. Alternatively, a candidate who has completed a Basic Bookkeeping course and has 5 or more years of directly related experience could be considered. A strong background in data entry and customer service, previous experience with systems used for recreation management, financial processing, and timekeeping, and a knowledge of facility programs, services, business processes and City policies would be an asset.

Other Knowledge And Skills You Have Include

• Strong computer/technological skills (word processing, charts, spreadsheets, database operation, internet applications)
• Strong written and verbal communication skills
• Experience with finance-related work and demonstrated understanding of financial concepts
• Demonstrated proficiency in large volumes of data entry and data management
• Ability to work well under pressure to meet set deadlines
• Exceptional organization and time management skills with the ability to prioritize and manage multiple conflicting priorities
• Excellent customer service skills and the ability to professionally respond to diverse customer service requests
• Demonstrates initiative and the ability to work equally well as part of the team and independently
• Proven track record of accuracy in data entry
• Ability to problem solve while exercising good judgment
• Ability to be flexible and adaptable

Hours

Primarily on a call-in basis for weekday coverage, with the specific schedule being determined by the immediate supervisor. As part of a busy recreational facility, flexibility for occasional support on weekends for special events is required.

Compensation

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

Selection Process

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

Note: After submitting your application and uploading your resume, you should expect to receive an email confirmation indicating that your application for this position has been successfully submitted. If you receive this email, there is no need for any additional contact with us regarding this position.

To efficiently manage the high volume of applications we receive for each job posting, we are unable to address job-specific inquiries prior to the interview stage. However, if you progress to the job interview stage, we will gladly provide answers to any questions you may have.