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Administrative Support Specialist

3 months ago

Fort McMurray, Canada Regional Municipality of Wood Buffalo Full time

Requisition ID: 2928
Affiliation: CUPE Municipal
Position Type: Temporary Full Time
Fixed Term Duration: Approximately 1 (one) month
Number of Openings: 1
Bi-weekly Working Hours: 70 hours bi-weekly
Shift/Work Schedule: Monday to Friday (subject to change)
Department/ Branch: Financial Services, Accounting Services
Pay Level: PL5
Rate: $
COLA: Bi-Weekly - $480
Posting Type: Internal and External

GENERAL DESCRIPTION:

The Administrative Support Specialist plays a crucial role in providing clerical assistance to the designated department. This position is responsible for aiding in budget formulation, maintaining records, processing discrepancies, generating project reports, managing internal/external charges, handling time sheets, and initiating as well as overseeing work orders. The incumbent serves as the primary liaison with field operations and the public for service inquiries and related issues.

KEY RESPONSIBILITIES:

  • Develops, organizes, and maintains various documents such as invoices, files, expense reports, notifications, spreadsheets, statistical analyses, presentations, and other relevant documentation.
  • Performs reception and customer service functions, including responding to telephone inquiries.
  • Acts as the main point of contact for the public; responsible for distributing files, brochures, tickets, and keeping stakeholders informed.
  • Collects, compiles, and organizes reports and statistical data for both internal and external distribution.
  • Establishes and maintains effective filing systems.
  • May be tasked with preparing meeting agendas, recording minutes, and disseminating them to appropriate personnel.
  • Efficiently processes labor, material, equipment, and service order information into a computerized system.
  • Compiles and organizes statistical data, prepares, and distributes reports.
  • Performs additional related duties as required.

QUALIFICATIONS:

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Demonstrated ability to take precise notes and minutes.
  • Capability to work independently and manage multiple tasks within set deadlines.
  • Flexibility to adapt to evolving practices and work demands.
  • Strong interpersonal, organizational, and communication skills are essential.

EDUCATION AND EXPERIENCE:

  • Completion of a one-year certificate in Office or Business Administration is required.
  • A minimum of two (2) years of relevant experience in a fast-paced clerical support role, including proficiency in word processing and spreadsheet software.

OTHER REQUIREMENTS:

Submission of a Criminal Record Check is mandatory.

SAFETY:

As an employee of the Regional Municipality of Wood Buffalo, the individual is responsible for understanding and actively participating in the health and safety management system, including all policies, practices, and procedures, as well as properly utilizing all control measures, including the required use of personal protective equipment. All employees must take reasonable care to protect their health and safety and that of others, and promptly report any concerns, near misses, incidents, and hazardous conditions to their supervisor.