Project Administrator / Receptionist

MD of Lesser Slave River #124; Town of Slave Lake; Hybrid; CAD 49,000 - 65,000; Full time

Job summary

The MD of Lesser Slave River #124 is seeking an Administrative Assistant who reports to the Director of Finance. This role is the main contact for public inquiries across planning, taxation, utilities, transportation, and field services, handling data entry, processing payments, and ensuring courteous, timely service.

It also involves maintaining paper and electronic filing, supporting procurement and project administration, and managing records through project closeout in a government setting.

Qualifications

• Minimum 2 years of office experience required.
• Strong communication and customer service abilities.
• Proficient in Microsoft Office applications and data entry.

Responsibilities

• Serve as first point of contact for public inquiries and action requests.
• Perform core administrative duties for the MD office.
• Process payments and reconcile daily monies.
• Assist with project administration and records management.
• Coordinate procurement and filing systems.

Skills

Customer service

Data entry

Office administration

Microsoft Office

Education

Post-secondary office administration diploma

Tools

Microsoft Excel

Microsoft Word

Assets Essentials

MuniSight

Job description

This position reports to the Director of Finance - this role is the main point of contact for customer service across all departments, including planning, taxation, utilities, transportation, and field services. Responsibilities include data entry, processing payments, and providing courteous, timely service. The role requires independent work, initiative, and good judgement in addressing public inquiries, with recommendations focused on improving operational processes. This role is also responsible for the proper administration of all MD projects.

Specific Accountabilities

• Administrative - Reception
• Perform all core administrative duties for the MD office.
• First point of contact with the public daily regarding inquiries, concerns, and action requests.
• Communicates regularly with office staff, suppliers, contractors, etc.
• Courteously receives and screens all in-bound calls, emails, visitors.
• Tracks complaints/concerns from customers and residents of the MD.
• Assist the public with questions, completion of forms/applications, dog licenses, etc. by providing them with the appropriate paperwork.
• Reconciles daily monies received and closes cash batches.
• Complete clerical duties including photocopying, faxing, mailing, filing, and stocking machines
• Purchases/orders office and coffee room supplies.
• Responsible for the opening and closing duties of the office each morning and end of day.
• Other duties as required by supervisor

Administrative – Projects

• Establish, maintain, and organize comprehensive paper and electronic project filing systems, ensuring documents are accurate, current, accessible, and retained in accordance with municipal records-management requirements.
• Coordinate the administrative preparation and public posting of tenders, requests for proposals, requests for quotations, and other procurement opportunities in accordance with municipal policies and applicable legislation.
• Provide full-cycle administrative support for project contracts, including drafting and assembling documents, coordinating approvals and signatures, monitoring key dates and deliverables, processing amendments, and maintaining complete contract records through project closeout.
• Attend project meetings, prepare accurate and detailed minutes, document decisions and action items, distribute approved minutes, and follow up on outstanding responsibilities and deadlines.
• Maintain project-tracking systems to monitor schedules, milestones, budgets, deliverables, approvals, deficiencies, change orders, and completion dates; identify outstanding items and provide timely status updates to management and project stakeholders.

Administrative - Support

• Prepare and sort incoming and outgoing mail including billing and invoicing from the various departments
• Data entry in various programs including Microsoft Excel, Word, Assets Essentials, MuniSight, and other data systems.
• Completes other administrative duties for other departments as required.
• Provide cross coverage for utility billing position and provide support to receivables administrator as needed

Education and Certifications

• Valid Alberta Class 5 Driver’s License – Required
• Certification/Diploma in a post-secondary office administration - Required
• Standard First Aid and CPR - Asset

Abilities and Experience

• Minimum 2 years' experience of office experience – Required
• Project Management / Administration background – Required
• Proficiency with computers and Microsoft Office programs, with the ability to independently create and edit a variety of documents and spreadsheets – Required
• Excellent social, communication, and relationship management skills – Required
• Ability to work in a government setting with a focus on customer service, tact, and professionalism – Required
• Ability to work well under pressure, individual and as part of a team – Required
• Working knowledge of legislation, regulations, policies and procedures that impact municipal government operations - Asset

Salary Range: $49,300 - $64,800 / year, dependent on qualifications and experience.

The MD thanks all applicants for their interest; however, only those selected for an interview will be contacted.