Legislative Services Senior Administrative Assistant

Red Deer; Red Deer; Hybrid; CAD 46,000 - 49,000; Full time

Job summary

The City of Red Deer is seeking a Legislative Services Senior Administrative Assistant to provide executive-level support to the City Clerk and manage high-level office functions within Legislative Services. This temporary full-time role covers budget coordination, financial reporting, and administrative tasks, with opportunities to contribute to elections and public inquiries during emergencies.

Qualifications include a two-year diploma in business/office administration, 3+ years of related

Qualifications

• Two-year Diploma in Business Administration or related field.
• Three or more years of related experience, including budgeting and learning financial software.
• Excellent verbal and written communication skills.
• Proficiency with Microsoft Office suite (Word, Excel, Outlook, Publisher, PowerPoint).
• Ability to handle confidential information and work independently.

Responsibilities

• Provide executive-level administrative support to the City Clerk, including calendar management, meeting preparation, correspondence, travel coordination, and confidential communications.
• Prepare agendas, reports, presentations, briefing materials, and supporting documentation for leadership, staff, and Council-related meetings.
• Conduct research, analysis, and provide recommendations on legislative, administrative, and local government matters.
• Coordinate departmental financial activities, including budget monitoring, variance analysis, service plan preparation, funding recommendations, purchase orders, invoice approvals, procurement card reconciliation, and expense processing.
• Administer financial functions for Council and the Regional Assessment Review Board, including processing per diems, expenses, invoices, refunds, and year-end reporting.
• Support departmental projects through meeting coordination, agenda development, minute taking, research, reporting, and project administration.
• Track departmental performance measures and identify opportunities to improve operational efficiency and administrative processes.
• Provide administrative support for municipal elections and act as the City's host for election observers.
• Liaise with internal departments, Council members, citizens, and external stakeholders to gather information and facilitate effective communication.
• Support high-level decision-making processes by providing organizational, administrative, and analytical assistance.
• Serve as a backup health and safety representative and participate in corporate health and safety programs, training, and compliance initiatives.
• Provide support to the Emergency Operations Centre as a member of the Public Enquiry Call Centre during emergency activations

Skills

Communication

Microsoft Office

Budgeting

Independent work

Education

Two-year Diploma in Business Administration

Tools

Microsoft Word

Excel

Outlook

Publisher

PowerPoint

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 currently hiring a temporary, full-time Legislative Services Senior Administrative Assistant. The LS Senior Administrative Assistant provides administrative assistance for the City Clerk and high-level office administration for the Legislative Services Department. This position also provides senior administrative assistance surrounding the budgetary functions of Legislative Services and is responsible for coordinating the annual budget process, tracking department finances, preparing reports and providing executive assistance.

Top Key Responsibilities

• Provide executive-level administrative support to the City Clerk, including calendar management, meeting preparation, correspondence, travel coordination, and confidential communications.
• Prepare agendas, reports, presentations, briefing materials, and supporting documentation for leadership, staff, and Council-related meetings.
• Conduct research, analysis, and provide recommendations on legislative, administrative, and local government matters.
• Coordinate departmental financial activities, including budget monitoring, variance analysis, service plan preparation, funding recommendations, purchase orders, invoice approvals, procurement card reconciliation, and expense processing.
• Administer financial functions for Council and the Regional Assessment Review Board, including processing per diems, expenses, invoices, refunds, and year-end reporting.
• Support departmental projects through meeting coordination, agenda development, minute taking, research, reporting, and project administration.
• Track departmental performance measures and identify opportunities to improve operational efficiency and administrative processes.
• Provide administrative support for municipal elections and act as the City's host for election observers.
• Liaise with internal departments, Council members, citizens, and external stakeholders to gather information and facilitate effective communication.
• Support high-level decision-making processes by providing organizational, administrative, and analytical assistance.
• Serve as a backup health and safety representative and participate in corporate health and safety programs, training, and compliance initiatives.
• Provide support to the Emergency Operations Centre as a member of the Public Enquiry Call Centre during emergency activations

As our preferred candidate, you will have

• Two-year Diploma in Business Administration, Office Administration or related field. An equivalent combination of education or experience may be considered
• Three or more years of related experience. Includes experience with budgeting, financial processing and learning financial software
• Excellent verbal and written communication skills
• Intermediate knowledge of Microsoft Word, Excel, Outlook, Publisher and PowerPoint
• Commissioner for Oaths, or ability to obtain
• Demonstrated proficiency working independently and prioritizing responsibilities and workload efficiently
• Demonstrated ability to develop effective interpersonal relationships.
• Demonstrated ability to use sound judgement, manage a variety of tasks at the same time and meet deadlines consistently.
• Demonstrated ability to strictly maintain the confidentiality of highly sensitive information
• Proven ability to recognize, understand and contribute to team goals and objectives

Affiliation

Canadian Union of Public Employees, Local 417

Status

Temporary Full-time

Remuneration

$33.34 to $35.30 per hour.

Hours of Work

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

Additional Information

This is a temporary position of approximately 6 months.

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.

We thank you for your application. Only those selected for an interview will be contacted