Senior Administrative Assistant

Regional Municipality of Wood Buffalo; Canada; On-site; CAD 99,000 - 104,000; Full time

Job summary

The Regional Municipality of Wood Buffalo is seeking a Senior Administrative Assistant in Legislative Services, Policy & Governance to provide coordination and support to the department in Fort McMurray. The position requires mentoring staff, handling diverse administrative tasks, and ensuring efficient governance operations.

Responsibilities include creating and managing documents, schedules, information for budgets, and maintaining intranet systems.

Qualifications

• A Diploma in Business or Office Administration is required.
• An equivalent combination of education and experience may be considered.
• Five (5) years of related administrative experience at a senior level is required.
• Previous municipal experience is an asset.
• Experience working in a public-sector environment with unionized and non-unionized employees considered an asset.

Responsibilities

• Creates, and maintains all documents, invoices, files, expenses, spreadsheets, statistical reports, presentations, and other related documentation.
• Manages the calendar of assigned staff and provides scheduling support by booking appointments and meeting rooms.
• Ensures internal and external inquiries are appropriately handled or redirected.
• Develops, researches, compiles, tracks, and assembles information for budgets, systems, procedures, registrations, claims, and reports.
• Maintains department intranet and information systems to ensure they are accurate and up-to-date.
• Leads, mentors and coaches corporate staff on departmental and organizational processes.
• Coordinates, assigns, and delegates staff on behalf of the Director.
• Liaises with outside organizations and government agencies.
• Ensures inquiries are appropriately handled or redirected on behalf of the Director.
• Coordinates meeting requirements.

Skills

Professionalism

Communication

Organizational skills

Customer service

Teamwork

Time management

Problem analysis

Self-starter

Education

Diploma in Business or Office Administration

Equivalent combination of education and experience

5+ years of senior administrative experience

Job description

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Requisition ID:4505
Affiliation: Exempt
Position Type: Permanent Full Time
Number of Openings: 1
Bi-weekly Working Hours: 70 hours bi-weekly
Shift/Work Schedule:Monday - Friday
Department/ Branch: Legislative Services, Policy & Governance
Job Location: Fort McMurray

Starting Salary Range*:(Pay Band E) $98,662.00 - $104,300.00

*The Municipality offers a competitive compensation package, including an attractive base salary, excellent benefits, retirement plans, and more. The starting salary for this position is within the range listed above and will be dependent upon the qualifications and experience of the successful candidate.

We strive to make our hiring process accessible to all candidates. If you require accommodation for the interview or any other part of the application process, please let us know.

ABOUT THE DEPARTMENT

The Legislative Services team ensures the effective operation of municipal governance. The department provides direct support to Mayor and Council, manages Council and Committee meetings and ensures legislative and procedural requirements are met in accordance with the Municipal Government Act and other legislation.

The team is also responsible for maintaining official records, administering municipal bylaws and policies, overseeing elections, and fostering transparency through access to information and privacy management. By upholding strong governance practices and ensuring accountability, Legislative Services helps build public trust and supports the Municipality in serving the region effectively.

GENERAL DESCRIPTION :

The Senior Administrative Assistant is responsible for providing coordination and support for their department, including all administrative activities that are essential to upholding the day-to-day department initiatives as implemented by their Director. This position will be required to mentor other administrative staff, participate in team projects, and performs other duties as required.

RESPONSIBILITIES:

Primary responsibilities of this position include:

General Administration:

Creates, and maintains all documents, invoices, files, expenses, spreadsheets, statistical reports, presentations, and other related documentation. Manages the calendar of assigned staff. Provides scheduling support by booking appointments and assigning meeting rooms. Ensures internal and external inquiries are appropriately handled or redirected.

Information Delivery Support:

Develops, researches, compiles, tracks, and assembles information for budgets, systems, procedures, registrations, claims, and reports. Maintains department intranet and information systems to ensure they are accurate and up-to-date.

Department Support:

Leads, mentors and coaches corporate staff on departmental and organizational processes. Coordinates, assigns, and delegates staff on behalf of the Director. Liaises with outside organizations and government agencies. Ensures inquiries are appropriately handled or redirected on behalf of the Director. Coordinates meeting requirements. Performs other duties as required.

QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES:

Candidates need to show evidence of the following:

• Demonstrates a high degree of professionalism, discretion, confidentiality, and independence.
• Strong listening, communication, interpersonal and organizational skills.
• Effective decision-making skills with the flexibility to manage a broad range of complex activities.
• Ability to effectively interact with internal and external clients and stakeholders at all levels while maintaining excellent customer service.
• Demonstrated ability to work within a team environment.
• A self-starter who can perform in a fast-paced project environment and work within tight deadlines by organizing workload and setting priorities.
• Ability to analyze information from various sources to identify issues and problems.

EDUCATION AND EXPERIENCE:

• A Diploma in Business or Office Administration is required.
• An equivalent combination of education and experience may be considered.
• Five (5) years of related administrative experience at a senior level is required.
• Previous municipal experience is an asset.
• Experience working in a public-sector environment with unionized and non-unionized employees considered an asset.

OTHER REQUIREMENTS:

• Submission of a Criminal Record Check .
• A valid Class Five (5) Alberta Operator’s license is required as incumbent will be required to operate a personal or municipal vehicle for business use on a regular basis.

SAFETY:

As an employee of the Regional Municipality of Wood Buffalo, the incumbent is responsible and accountable for knowing and working in accordance with the Health and Safety Directive. As per Section 2 of the Occupational Health and Safety Act, the incumbent shall ensure, while in the employ of the Regional Municipality of Wood Buffalo, the health and safety of employees, contractors, and the public.