Administrative Assistant

3 weeks ago

Elk Point, Canada Town of Elk Point Full time

**Town of Elk Point**
**Position Title: Administrative Assistant**

**Department: Administration**

**Employee**:
**Reports to: Executive Assistant**

***

To provide direct administrative support to the Executive Assistant, CAO and indirect support to the Town Council members as required, and its committees, while managing very confidential material and information. Administrative Assistant will provide support of the office administration functions including facilities, telephone, and other duties as may be required for successful organizational results.

The duties, responsibilities, and scope of this position may, from time to time, be amended, altered, or changed by the Town to meet the business, community, and/or regulatory needs of the organization.

**KEY DUTIES AND RESPONSIBILITIES**

**CAO and Council Assistance (60%)**
- Assist the Executive Assistant with:

- with all CAO and Council administrative activities.
- Booking travel and professional development activities for senior management and Council.
- Arranging and preparing materials for Stakeholder meetings.
- Arranging and preparing materials for Investor meetings for the Town of Elk Point.
- Arranging and preparing Staff events (Team Building, Christmas Party, etc.).
- Develop and maintain the Central Filing System and overall confidentiality levels associated with performing duties as assigned.
- In the absence of Executive Assistant:

- Update and keep current all minute books and bylaw books and to request that appropriate signing authority execute these documents on a regular basis.
- Attend all meetings of Town Council and record the proceeding of such meetings in an orderly and concise manner.
- Ensure that policies/procedures are met and or updated where needed.
- Take minutes at Council/Board/Committee meetings, and completion of draft minutes as soon as possible after each meeting and distribute these minutes to Council/Department Heads and staff.
- Provide reminders regarding upcoming meetings, events or anything requiring a collective action from the senior management team and/or other team members.
- Ensure that copies/originals of all correspondence under the signature of the CAO is correctly filed in the Central Filing System.
- Type and distribute all other memos, report, letters and documents as requested by the CAO.
- Do follow-ups of meetings; Vouchers, correspondence etc.
- Responsible for maintaining coffee, supplies and clean up in Council Chambers.
- Other duties as required by supervisor.

**Public Relations (20%)**
- Maintain the town of Elk Point’s internet and social media presence.
- Assist the Executive Assistant with:

- Updating minutes, bylaws, events, on Town website, Facebook, Instagram up to date and operational.
- Prepare and place documents on Town social media following Town Policies.
- Setting up Town events such as Information Night.

**Reception (5%)**
- Act as a point of contact and assist town of Elk Point residents.
- Customer relations and general inquiries.
- Acceptance of payments for Accounts Receivable, Taxes and Utility Accounts, Map Sales, etc.
- Snow Flag sales and Record-keeping of snowplowing agreements

**Finance (5%)**
- Assist with maintaining incoming electronic and in person payments to the town.
- Bank Deposits
- Monthly payment plan; sign up customers and keep track of changes to banking information.
- Cash receipts; balance deposits, online banking.

**Safety (5%)**
- Adhere to Health and Safety legislation and the Elk Point safe work policies and procedures at all times, ensuring the protection and safety of self, co-workers, the public and environment.

**REPORTING RELATIONSHIPS**

The following job titles and/or specific positions listed may, from time to time, be amended, altered, or changed by the Town to meet the business, community, and/or regulatory needs of the organization.

Position reports directly to the Executive Assistant.

**EDUCATION AND EXPERIENCE**

**Education**:

- High School diploma; Secretarial/Administrative Assistant Training preferred.

**Experience**:

- 3 years related experience as an Administrative Assistant

**KNOWLEDGE, SKILLS, ABILITIES**
- The following knowledge, skills and abilities are required in this position:

- Exceptional organizational skills
- Ability to multi-task and handle multiple deadlines.
- Strong computer skills and experience with Microsoft Word, Excel, PowerPoint and Adobe.pdf creator.
- Attention to detail and excellent record-keeping ability.
- Proven information management skills.
- Desire to maintain current knowledge through professional development courses / seminars.
- Valid non-GDL Class 5 Driver’s License

The following are considered assets or preferences in this position:
**WORKING ENVIRONMENT AND PHYSICAL DEMANDS**

**Working Environment**
- Open office environment.
- Fast paced with multiple deadlines.

**Physical Demands**
- Long periods of sitting and concentrating on a computer screen.
- Lifting up to 15 kg

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