Office Assistant 2 Fleet and Facilities

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The City of Wetaskiwin
Welcome to the home of possibility Do you want to be a part of a different kind of local government? We are a diverse, and eager team that knows it can be done better and we are doing it Wetaskiwin is a collaborative and inclusive place where we share ideas for making things better; and turn these ideas into actionable plans. Our values are Trust, Resourcefulness, and Integrity. Here we cultivate well-being through our team’s dedication to building positive, trusting, and fulfilling relationships.
The Opportunity
The Office Assistant II is responsible for providing centralized administrative and clerical services to support the daily operations of the Fleet and Facilities department. You will ensure seamless internal customer service to department staff, user-groups, and external stakeholders by managing documentation, scheduling, data management, and general administrative support that contributes to the efficiency and effectiveness of department functions

**Responsibilities**:
Administrative Support
- Deliver high quality administrative and clerical support that contributes to the smooth, day-to-day operations of the department.
- Perform data entry, file management, and records maintenance related to asset lifecycles, procurement, compliance and safety.
- Manager departmental recordkeeping, onboarding documentation and training coordination, ensuring records are accurate, up-to-date, and aligned with standards and requirements.
- Schedule meetings, prepare agendas, record and distribute meeting minutes.
- Enter inventory and asset tracking data, including providing procurement support as required.
- Maintain and update departmental policies, procedures, manuals and filing systems.
- Liaise with vendors, contractors, internal staff and external stakeholders to ensure smooth and timely departmental service delivery.
- Provide additional administrative and office management duties as required, including support and coverage for other departments as required.

Financial, Department Performance Data Management
- Assist in maintaining accurate financial records, including monitoring accounts payable documentation and support invoice processing.
- Track and monitor departmental KPI’s, including service requests ad completion rates, preventative maintenance scheduling adherence, inventory accuracy, and legislative compliance.
- Compile, organize, and distribute routine and ad-hoc reporting data to support operational decision making and continuous improvement initiatives.

Education, Qualifications and Work Experience
- A Diploma (or certificate) in Office Administration, Business Administration or a related field.
- A minimum of three years of experience in a fast-paced office administrative role. Please note: Equivalent combinations of education and experience may be considered.
- Municipal or public sector experience is an asset.

Knowledge, Skills, and Abilities
- Demonstrated experience in office administration, including document control, filing systems, and correspondence preparation; supports accurate recordkeeping and compliance audit readiness.
- Ability to deliver exceptional customer service and communicate effectively with staff, technicians, management, vendors, and external stakeholders.
- Understanding and firm knowledge of administrative processes related to procurement, compliance, facility operations, and fleet management.
- Excellent organizational, verbal, and written communication skills.
- Demonstrated experience in office administration, including document control, filing systems, and correspondence preparation; supports accurate recordkeeping and compliance audit readiness.
- Ability to deliver exceptional customer service and communicate effectively with staff, technicians, management, vendors, and external stakeholders.
- Understanding and firm knowledge of administrative processes related to procurement, compliance, facility operations, and fleet management.
- Excellent organizational, verbal, and written communication skills.

Physical Effort and Safety Commitment
- Standing, walking, climbing, stairs, kneeling, manual dexterity, visual acuity, lifting up to 10lbs.

The employee is responsible for full cooperation with all aspects of the City’s Occupational Health and Safety program, including compliance with all rules and regulations, and for continually practicing safety while performing duties, and monitor and enforce subordinate compliance with the OH&S program.
What We Offer
- Benefits (Include Health, Dental, Vision and Life Insurance).
- Pension through Local Authority Pension Plan (LAPP).
- Employee Family Assistance Program.
- 2 Personal Days per Year with Additional Anniversary Day Off.
- Participation in the Earned Day Off (EDO) Program
- Opportunities for growth within the organization.

Application