Emergency Services Administration Assistant

City of Red Deer; Red Deer; On-site; CAD 105,962,000 - 111,550,000; Full time

Job summary

The City of Red Deer is seeking a highly organized Administrative Assistant to support the Emergency Services team. This role coordinates training, meetings, records, procurement, and invoicing while delivering excellent customer service to staff and the public.

The successful candidate will hold a post-secondary diploma, have two years of related experience, and demonstrate strong writing, communication, and MS Office skills to maintain accurate, compliant records and support hiring and

Qualifications

• Post-secondary diploma in a related field.
• Two years related experience.
• Excellent business writing, editing, proofreading and formatting skills.
• Excellent verbal communication and customer service skills.
• Proficiency with Windows and MS Office (Word, Excel, Outlook, Access, Publisher).

Responsibilities

• Coordinate meetings, prepare agendas/minutes, manage correspondence, schedule activities, and support departmental events and projects.
• Maintain departmental records, databases, filing systems, calendars, and documentation for accurate record management and regulatory compliance.
• Deliver front-line customer service via phone, email, and in person.
• Coordinate purchasing, inventory, and contract administration activities including POs, vendors, tracking equipment, and reconciling invoices.
• Prepare reports, statistical data, spreadsheets, and regulatory submissions to support operational reporting and compliance.
• Support training, onboarding, and recruitment by coordinating employee training, maintaining certification records, preparing orientation materials, and assisting with hiring processes.

Skills

Time management

Prioritization

Verbal communication

Written communication

MS Office

Customer service

Attention to detail

Confidentiality

Team collaboration

Education

Post-secondary diploma in a related field

Tools

Windows

MS Office (Word, Excel, Outlook, Access, Publisher)

Job description

About Red Deer:

Red Deer sits at the heart of Central Alberta along the QEII corridor, perfectly positioned between Calgary and Edmonton. With more than 100,000 residents and a regional reach of over 300,000, it’s a growing hub for business, services, and opportunity.

Here, big-city amenities meet small-city ease. Enjoy abundant parks and trails, vibrant arts and culture, excellent recreation and education, and a strong sense of community.

With easy access to lakes, outdoor adventures, and the mountains, plus a thriving economy and high quality of life, Red Deer is an inviting place to live, work, and grow.

About The City of Red Deer Municipal Government:

The City of Red Deer is a dynamic municipal organization with a $480M operating budget, a $60M capital program, and a workforce of nearly 1,700 employees. It is focused on growing with purpose by attracting talented, community-minded people who want to make a difference.

Guided by the vision “Our City, One Voice,” Red Deer is building a thriving, inclusive, and connected community, with priorities centered on a vibrant economy, community wellbeing, and strong engagement.

At its core, the City values its people, embracing diverse perspectives and fostering a culture of collaboration, innovation, and shared success

The Opportunity:

The City of Red Deer is seeking a highly organized and service-oriented Administrative Assistant to join our Emergency Services team. This role plays an important part in supporting the administrative operations behind emergency response services by coordinating training and meetings, maintaining records and reporting systems, managing procurement and invoicing activities, and providing exceptional customer service to staff, stakeholders, and the public.

Top Key Responsibilities:

• Provide comprehensive administrative support, including coordinating meetings, preparing agendas and minutes, managing correspondence, scheduling activities, and supporting departmental events and projects.


• Maintain departmental records, databases, filing systems, calendars, and documentation to ensure accurate record management and regulatory compliance.


• Deliver front-line customer service by responding to inquiries, complaints, and requests from internal and external stakeholders via phone, email, and in person.


• Coordinate purchasing, inventory, and contract administration activities, including processing purchase orders, sourcing vendors, tracking equipment and supplies, and reconciling invoices.


• Prepare reports, statistical data, spreadsheets, and regulatory submissions to support operational reporting, performance measurement, and legislative requirements.


• Support training, onboarding, and recruitment initiatives by coordinating employee training, maintaining certification records, preparing orientation materials, and assisting with hiring processes
  

As our preferred candidate, you will have:

• Post-secondary diploma in a related field.


• Two years related experience.


• Requires exceptional time management and prioritization skills.


• Excellent business writing, editing, proofreading and formatting skills.


• Excellent verbal communication skills. Ability to effectively communicate in a courteous and knowledgeable manner providing excellent customer service to all contacts - external and internal. Ability to be tactful in dealing with sometimes irate public.


• Working knowledge of Windows and MS Office (including Word, Excel, Outlook, Access and Publisher). Ability to understand and operate department specific computer program (e.g. FDM).


• Ability to operate photocopy equipment, fax machine and printers.


• Ability to type 60 wpm accurately.


• Requires attention to detail and a high degree of accuracy.


• Ability to establish and maintain effective working relationships.


• Ability to handle a heavy workload and deal with multiple competing priorities and interruptions.


• Maintain a valid Alberta Operator's motor vehicle license.


• Ability to maintain confidentiality due to occasional access to sensitive information.

Affiliation:

Canadian Union of Public Employees, Local 417

Status:

Regular, Full-time

Remuneration:

$36.98 to $38.93 per hour.

Hours of Work:

75 hours biweekly, Monday to Friday. Some evening and weekend work may be required.

The City of Red Deer does not permit the use of unauthorized internet resources or Artificial Intelligence (AI) tools (for example, Copilot, ChatGPT or any other form of AI) during interviews or any supervised or timed assessments. Any violation may be investigated and result in serious consequences, including the rejection of your application.