Municipal District of Taber - Administrative Assistant

UpSourced HR; Taber; On-site; CAD 42,000 - 56,000; Full time

Benefits offered by this job

Health, Dental & Vision

Life insurance

Long-term disability

LAPP pension

Job summary

The Municipal District of Taber is seeking an Administrative Assistant in the Corporate Services department for a permanent, in-office, full-time role at the Administration Office in Taber. Reports to the Director of Corporate Services and performs general, clerical, and accounting duties including front desk reception, customer inquiries, and records management.

Key duties include preparing Council agendas/minutes, coordinating meals for meetings, managing document control, and assisting with

Qualifications

• Combination of education and/or experience may be considered.
• High School Diploma required.
• Post-secondary certificate/diploma in accounting, business management, or office management preferred.
• Experience in customer service, clerical work and financial management.

Responsibilities

• Greet and assist visitors at front desk; handle inquiries and process financial transactions.
• Prepare agendas and record minutes for Council Committee meetings; provide backup for Council meetings.
• Lead document and records management; assist with Access to Information requests and contracts.
• Draft and format memos, RFDs, advertisements, RFPs and presentations for Council/Committee meetings.
• Perform data entry and journal entries; cross-train to support Finance Clerk and Coordinator portfolios.
• Use various software for administrative and accounting tasks; manage communications and mail.

Skills

Customer service

Clerical work

Financial management

Independent work

Strong communication

Confidentiality

Education

High School Diploma

Post-secondary certificate or diploma (accounting/business/office management)

Tools

Microsoft Office

Job description

The Municipal District of Taber is seeking to fill the role of Administrative Assistant in the Corporate Services department. This is a permanent in-office full-time position located at the Administration Office in Taber and reports to the Director of Corporate Services. This role performs a myriad of general, clerical, and accounting duties related to Corporate Services, including managing front desk reception services, handling customer inquiries, and maintaining accurate records, as well as to Legislative Services. This role demands a high level of accuracy, initiative, and judgment, often involving complex tasks performed with minimal supervision.

Key Work Activities

Customer Service

• Address front counter inquiries and assist ratepayers complete financial transactions.
• Assist ratepayers with inquiries in access to legislative processes and audiences with Council.

Legislative Services Duties

• Prepare agendas and record minutes for Council Committee meetings and provide backup support for Council meetings.
• Coordinate meal/refreshment requirements for Council and Committee meetings.
• Assist in maintenance of Council schedules.
• Assist with municipal elections and censuses.

Corporate Services Duties

• Lead department efforts in document and records management.
• Assist with Access to Information Request fulfillment.
• Maintain agreements related to Corporate Services.
• Draft, edit, and/or format Requests for Decision and other memos for Council and Committee meetings, advertisements, Requests for Proposals, and presentations.
• Cross training and relief responsibilities in order to provide support for Finance Clerk and Coordinator portfolios.
• Perform manual journal entries and other data entries.

General Duties

• Use various software and programs for administrative and accounting tasks.
• Maintain internal contact and distribution lists.
• Handle and transfer phone calls, provide general information.
• Manage incoming/outgoing deliveries and mail, data filing, inventory, and various clerical tasks.
• Photocopying, scanning, filing, planning and carrying out staff and organizational events, miscellaneous typing, and managing refreshments for staff area(s) and Council Chambers.
• As assigned, participation in the municipal emergency management program.
• General administrative tasks to assist the Corporate Services department and organization.
• Other duties as assigned by the Director of Corporate Services.

Qualifications and Requirements

• A combination of education and/or experience related to this position may be considered.
• High School Diploma required.
• Post-secondary Certificate or Diploma in accounting, business management, office management, or related field is preferred.
• Knowledge in Business Administration.
• Experience in customer service, clerical work, and financial management.
• Proficiency in using various computer programs including Microsoft Office applications.
• Ability to work independently and with minimal supervision.
• Strong initiative and judgement skills.
• Efficient and effective provision of customer services.
• Effective communication skills, both verbal and written.
• Ability to multi-task and maintain organizational skills.
• Competency in computer knowledge and ability to manage various software programs.
• Ability to maintain confidentiality.

The MD of Taber offers a competitive compensation package and a comprehensive employee benefits program, including Health, Dental & Vision, Life and Long-term Disability, participation in the Local Authorities Pension Plan (LAPP), among others.

Typical hours are Monday to Friday 8:00 am to 4:30 pm; however, occasional evening or weekend work may be required to support meetings and special events.

Applications must contain a cover letter and resume. The posting will remain open until a suitable candidate is found. Only those selected for an interview will be contacted.