Public Admin & Records Specialist III

City of Grande Prairie; Grande Prairie; On-site; CAD 42,000 - 55,000; Full time

Benefits offered by this job

Comprehensive benefits package

Job summary

The City of Grande Prairie is seeking an Administrative Assistant III to provide comprehensive support for Mobile Outreach and Enforcement Services. You will act as a central contact for staff, manage records, and coordinate court and enforcement processes in a busy public sector setting.

Responsibilities include maintaining databases, preparing reports, coordinating HR tasks, handling health and safety administration, and supporting budgeting and purchasing duties.

Qualifications

• Two to three years administrative experience, preferably in a public sector environment.
• Strong analytical, organizational, and problem-solving skills with the ability to prioritize competing demands, exercise sound judgment, and work independently with minimal supervision.
• Advanced proficiency in Microsoft Office applications, including Outlook, Excel, Word, and Adobe Acrobat, with the ability to create and maintain databases, prepare reports, analyze information, manage records, and produce professional correspondence.
• Strong written and verbal communication skills with the ability to communicate effectively and professionally with staff, management, external agencies, and community partners.
• Experience coordinating multiple projects, maintaining confidential information, and supporting operational processes in a dynamic environment.
• Strong attention to detail and proven ability to manage multiple priorities while consistently meeting deadlines.
• Ability to establish and maintain positive working relationships with internal and external stakeholders through professionalism, collaboration, and excellent customer service.
• A combination of experience and education may be considered.

Responsibilities

• Provide comprehensive administrative support to Mobile Outreach and Grande Prairie Enforcement Services, serving as a key point of contact for staff, management, officers, internal departments, external agencies, and community partners.
• Coordinate departmental records and documentation, including enforcement records, bylaw tickets, AGENT records, court documentation, and other operational files.
• Coordinate court and enforcement administrative processes.
• Support Mobile Outreach operations, including maintaining databases and encampment tracking systems, coordinating technology and equipment, managing system access, and maintaining operational resources.
• Prepare and maintain departmental reports and statistics, including monthly reports, dashboards, and other operational data.
• Coordinate employee administration, including recruitment, onboarding and offboarding, HR documentation, staff scheduling, calendars, and employee records.
• Coordinate health and safety administration, including training and certification records, health and safety documentation, hazard assessments, and the development and distribution of Standard Operating Procedures and Safe Work Procedures.
• Manage financial and purchasing activities, including invoices, purchase orders, expense documentation, financial reconciliation, purchasing, and maintaining appropriate inventory levels.
• Coordinate meetings and departmental communications, including agendas, minutes, meeting logistics, shared email accounts, calendars, mail, forms, templates, and information resources.
• Manage departmental equipment, clothing, supplies, and inventories, including uniforms, operational kits, IT equipment, office supplies, and related tracking records.
• Support continuous improvement and special projects, including records management, shared-drive organization, workflow improvements, and other initiatives that enhance departmental efficiency.
• Build positive working relationships and provide exceptional customer service, facilitating communication, information sharing, and coordinated administrative support across both departments.
• Support other administrative duties as assigned.

Skills

Strong communication

Organizational skills

Problem-solving

Tools

Microsoft Office

Adobe Acrobat

Excel

Word

Job description

The City of Grande Prairie is seeking an Administrative Assistant III to provide comprehensive support for Mobile Outreach and Enforcement Services. You will act as a central contact for staff, manage records, and coordinate court and enforcement processes in a busy public sector setting.

Responsibilities include maintaining databases, preparing reports, coordinating HR tasks, handling health and safety administration, and supporting budgeting and purchasing duties.