Finance Administrative Assistant

Strathcona County; Sherwood, Northern (AR, KY); Hybrid; USD 42,000 - 56,000; Full time

Benefits offered by this job

Extended health and dental coverage

Health and wellness spending account

Life and disability insurance

Retirement and pension programs

Earned day off program

Employee and family assistance program

Job summary

Strathcona County is seeking an Administrative Assistant to support two Managers in a high-volume, dynamic department. The role requires independence, proactive problem solving and strong communication to ensure all administrative needs are met.

This is a temporary full-time posting for up to 9 months with a hybrid work arrangement. The successful candidate will manage calendars, correspondence, meetings, and core documentation using SharePoint, Office 365 tools and related systems.

Qualifications

• High school diploma with at least five years of related experience.
• Office Administration certificate or diploma is an asset.
• Strong communication and professional image with internal/external clients.
• Excellent organizational and time-management skills under high workload.
• Ability to work independently and handle priorities on short notice.
• Proficiency with Microsoft Office and collaboration tools.

Responsibilities

• Act as first point of contact for both Manager offices; record deadlines and evaluate issues.
• Provide calendar, email management, and correspondence support.
• Schedule, organize and assist with meetings, workshops and events including agendas and minutes.
• Admin of SharePoint sites and internal web pages; act as SME for improvements.
• Coordinate and proofread reports, presentations and enclosures for Council/Executive reports.
• Coordinate information for reports, policies, bylaws and procedures; use workflow system.
• Develop administrative processes and assist with implementation for branch effectiveness.
• Monitor project/documents, records, and spreadsheets; manage project task reminders.
• Perform procurement and contracting duties: contracts, POs, requisitions, RFPs.
• Ensure branch records align with retention policy and archiving guidelines.
• Support review of training materials, formatting and County standards.
• Maintain onboarding/offboarding checklists and branch HR processes.

Skills

Communication skills

Organization

Customer service

Independence

Adaptability

Education

High school diploma

Office Administration certificate

Tools

Microsoft Office

SharePoint

TEAMS

OneDrive

Visio

e-Scribe

Outlook

Job description

Join Financial and Strategic Services as an Administrative Assistant! This positionprovides support to two Managers in a high-volume department while demonstrating independence and leadership to proactively ensure that all administrative needs are met.

This posting is for one temporary full-time posting for up to 9 months

Key Responsibilities

• Act as first point of contact for both Manager’s offices; record and track meeting deadlines and evaluate incoming issues
• Provide calendar, email management, and correspondence support
• Schedule, organize and assist with internal and external meetings, workshops and events including the preparation of agendas, minutes and related meeting and workshop materials
• Administration of SharePoint sites, internal web pages, public websites and act as a subject matter expert for potential improvements
• Coordinate and proofread various documentssuch as reports, presentations, and enclosures to ensure that they are clear and align with the report writing guidelines for Council, Executive Team and Senior Leadership Team reports
• Coordinate information for reports, presentations, policies, bylaws and procedures and ensure the use of the County’s workflow system for reports
• Develop innovative administrative processes and practices and assist with implementation for branch effectiveness
• Monitor project or policy related documents, records, and spreadsheets
• Proactively manage project tasks including sending reminders to project leads for updates
• Perform procurement and contracting duties such as preparing various contracts, legal agreements, purchase orders, requisitions and requests for proposals
• Ensure that the branch’s records (physical and electronic documents) are assessed and managed in line with the County’s record retention policy, including assessing files for redundancy, obsolescence and archiving
• Support the review of training materials, presentations, procedures and guides for formatting, readability and County standards
• Maintain role and position specific onboarding checklists and coordinate the branch onboarding and offboarding for employees

Qualifications & Skills

• High school diploma with a minimum of five years related experience
• Office Administration certificate or diploma is an asset
• Excellent communication skills and ability to maintain a professional and positive image when working with internal and external clients (colleagues, the public, and senior administration)
• Strong organization and time management skills with the ability to work under pressure and at times, with a high volume of various tasks
• Excellent customer service skills and ability to recognize and deal with matters of a confidential nature in a discrete and professional manner
• Ability to work independently, negotiate priorities on short notice and promptly adapt to changes
• Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook), as well as programs such as SharePoint, TEAMS, OneDrive, Visio and e-Scribe

Conditions of Employment:

• Submission of a Satisfactory Criminal Record Check

Who We Are:

Strathcona County is a specialized municipality located in the heart of Alberta.Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, collaboration, and accountability.

Why Join Strathcona County: (depending on position)

• Competitive salary and comprehensive benefits package, which includes:
  • Extended health and dental coverage
  • Health and wellness spending account
  • Life and disability insurance
  • Retirement and pension programs
  • Earned day off program
  • Employee and family assistance program
• Commitment to employee development, through internal and external training and development opportunities
• Well-being programs and a safety culture focused on physical and psychological health in the workplace

Equivalencies of education and experience may be considered. This role may be eligible to participate in our hybrid work program.

This competition may be used to fill future vacancies for similar positions within the next 6 months.

Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.