Job Detail

Job Number:
J0722-0868
Job Title:
Administrative Assistant - Planning (2 Year Term)
Job Type:
Temporary Full Time
Location:
Rocky View County
City/Province:
Calgary, Alberta, Canada
Number Of Positions:
2
Closing Date:
August 14, 2022
End Date:
August 30, 2024
Salary:
$55,549.00 - $65,270.00/Year

Rocky View County is committed to providing our employees a respectful and stable work environment, unique benefits that promote work/life balance, and opportunities for professional learning and personal growth. We seek individuals who thrive on challenge and will contribute their positive energy, innovation, and service mindset to making a difference and contributing meaningfully to the vibrant community of 40,000 people who call Rocky View County home.

Position Summary:
Reporting to the Manager of Planning, the Administrative Assistant is responsible for carrying out administrative activities that support the Department’s Policy, Planning, and Development groups in the performance of their duties. Prompt and effective communication with the public and internal departments is an important function of this position, as is research, proofing, editing and record management.

Please note: Shortlisted candidates may be tasked with a short exercise to demonstrate their proofing and editing skills.

Core Accountabilities:
Proofing & Editing

• Proofread and edit staff reports, bylaws, policy documents and correspondence for consistency and accuracy, requiring strong English language writing skills.
• Prepare correspondence, presentations and reports from verbal instructions, rough notes and other materials.

Document Management

• Upload all materials for Council meetings, copy and distribute Planning reports to the appropriate departments for agenda review.
• Create templates and manuals for department staff, working within an environment of process improvement.
• Responsible for FOIP Requests related to department documents. Search, scan and compile relevant records for the request, tracking time and submitting formal responses to FOIP Coordinator.
• Manage finance, purchasing, supplier, reporting, and other physical and digital department paperwork in an effective and efficient manner.
• Coordinate with Planning staff on the distribution of file circulations, as well as assisting on subdivision and development correspondence.
• Prepare correspondence for bulk mail outs and circulations.

Customer Service

• Promptly respond to external customer and internal department enquiries verbally and in writing in a polite and courteous manner.
• Assist other departments and customers on requests through research and data collection.

Meetings

• Collect and assemble materials for meetings, prepare agendas, and as required attend meetings for the purpose of taking accurate minutes.
• Possess considerable knowledge of customary and formal meeting procedures and the purposes and uses of meeting reports.
• Able to take dictation, record accurate meeting minutes, type and transcribe complex and technical material at an efficient and accurate level.
• Coordinate and schedule appointments, meetings and other special time commitments. Apply independent judgment in evaluating requests against established guidelines provided.
• Assist in community engagement events, welcoming attendees, recording contact details and responding to questions.

General

• Assist in the collation, analysis, and presentation of department statistics for use by the department, senior management and Council.
• Use business and Planning software to work efficiently and effectively on different tasks and projects.
• Maintain confidentiality at all times, as the information contained in memos, letters, forms, reports, policies, procedures, agendas, draft publications, and conversations is sensitive in both nature and timing.
• Use sound judgment to make decisions relevant to the position, and in accordance with the broad guidelines provided.
• Communicate effectively in a regular and ongoing manner regarding the status of projects, questions and items for clarification, and emerging issues of importance.
• Thoroughly research and report on administrative projects in an accurate and timely manner.
• Display a professional and ethical responsibility to protect privacy, use information appropriately, and maintain the confidentiality and security of all information and conversations related to employees, business, and residents of Rocky View County.
• Work in accordance with the requirements established by the RVC Health and Safety Program and the Alberta OHS Act, Regulation and Code.
• Take reasonable care to protect their health and safety and other persons at or in the vicinity of the worksite while they are working.
• Perform other duties and special projects as assigned.

Position Requirements:
Completion of Grade 12 with emphasis on word and information processing or completion of an appropriate certificate program from an approved business school/college, and a minimum three (3) years of progressively responsible and diversified experience that includes word and information processing. Previous municipal government experience is considered an asset, as are demonstrated proofing and editing skills and qualifications.

• Demonstrate strong organizational and time management skills, including managing workloads and working effectively under the pressure of time limitations and constraints.
• Demonstrate co-operative teamwork with co-workers and other contacts, and maintain a positive attitude, approachability, and the ability to foster a positive work environment.
• Adhere to all County policies, procedures, and professional office practices.
• Lead by example by providing superior customer service as well as following and promoting industry and County best practices, and County values and objectives.
• Demonstrate an extremely high level of accuracy and attention to detail.
• Ensure public enquiries and complaints are handled professionally and promptly.
• Demonstrate superior skills in English-language written communication, including grammar, spelling, and clarity.
• Maintain a current level of knowledge and skill with modern office practices, related terminology, procedures, and the operation of office equipment.
• Demonstrate knowledge of the municipal government and of department and County rules, regulations, policies, procedures, and functions.
• Solid research skills and critical thinking.
• Complete work in an atmosphere of short timelines and constantly changing priorities.
• Advanced skills in MS Office Suite applications to support complex projects.

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

Please Note: All applicants must be legally entitled to live and work in Canada.

The personal information in this application is being collected for the purpose of the selection and recruitment and is collected under the authority of the Freedom of Information and Protection of Privacy Act, section 33(c). If you have questions regarding the collection or use of this information, contact the Director of Employee Relations.

Job Type: Full-time

Salary: $55,549.00-$65,270.00 per year