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Administrative Support Specialist

3 months ago

Fort McMurray, Canada Regional Municipality of Wood Buffalo Full time

Position Overview:

The Administrative Support Specialist plays a crucial role in providing comprehensive clerical assistance to designated departments. This position involves facilitating budget preparation, managing variances, generating project reports, and overseeing internal and external charge processes. The specialist will serve as the primary liaison between field operations and the public for service inquiries and related issues.

Key Responsibilities:

  • Develop, organize, and maintain essential documents including invoices, files, expense reports, notifications, spreadsheets, and statistical analyses.
  • Deliver reception and customer service functions, addressing telephone inquiries with professionalism.
  • Act as the main point of contact for the public, responsible for distributing files, brochures, tickets, and keeping stakeholders informed.
  • Gather, compile, and prepare reports and statistical data for both internal and external distribution.
  • Establish and uphold efficient filing systems to ensure easy access to information.
  • Assist in preparing meeting agendas, recording minutes, and disseminating them to relevant personnel.
  • Accurately input labor, material, equipment, and service order data into computerized systems in a timely manner.
  • Compile and organize statistical information, preparing and issuing reports as needed.
  • Perform additional related duties as assigned.

Qualifications:

Knowledge, Skills, and Abilities:

  • Demonstrated ability to take precise notes and minutes during meetings.
  • Capacity to work independently while managing multiple tasks and meeting deadlines.
  • Flexibility to adapt to evolving practices and work requirements.
  • Strong interpersonal, organizational, and communication skills are essential.

Education and Experience:

  • A minimum of one year of completed education in Office or Business Administration is required.
  • At least two years of relevant experience in a dynamic clerical support role, including proficiency in word processing and spreadsheet applications.

Additional Requirements:

Successful candidates will be required to submit a Criminal Record Check.

Health and Safety Commitment:

As a member of the Regional Municipality of Wood Buffalo, the incumbent is expected to actively engage in the health and safety management system, adhering to all policies and procedures, and utilizing personal protective equipment as necessary. Employees are responsible for safeguarding their own health and safety, as well as that of others, and must promptly report any concerns or incidents to their supervisor.