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Administrative Assistant I, Fac
2 weeks ago
This posting is for 1 temporary full-time position until December 31, 2024
The Administrative Assistant provides professional senior level administrative support to at least two Managers within the Fleet and Facility Management Department such as supporting both the Manager, Facility Operations and the Manager, Facility Planning and Central Services. This temporary position will assist department staff with meeting operational goals, objectives and commitments.
**Responsibilities**:
- Calendar management including the coordination, arrangement and proactive scheduling of meetings
- Primary point of contact for internal and external stakeholders
- Schedule branch meetings by preparing and distributing meeting agendas and minutes
- Research and gather information to support report and presentation creation, as well as assist in the development of branch presentation materials
- Assist the Branch Manager with report writing, the development of Executive Team and Council reports in eScribe, as well as the branch performance report
- Plan and coordinate position specific mandatory OHS and performance-based training
- Provide branch support with financial/asset management reports, budget planning consolidation, documentation and activities, as well as support Accounting and the Central Services team with year end reporting
- Branch contact for managing corporate records electronically in SharePoint, ensuring consistency and providing leadership, advice and training on records management responsibilities
- Coordinate project specific OHS documentation for all active projects and ensure it is filed and communicated with department OHS representative, and support requests from OHS team as required
- General department administrative support
- Support the Managers, Supervisors and branch members with purchase requisitions, in Oracle, as needed. To assist with POs or hold-back releases, as needed and if applicable.
- Work with Financial and Strategic Services to request branch specific Delegations of Authority in Oracle for supervisors, line leaders or any branch member for emergent absences.
- Support branch team members in the following areas.
- Financial or asset management reports as identified or required.
- Assist in budget planning consolidation, documentation and activities as needed by the Manager.
- As a SharePoint Owner, manage/update the branch SharePoint site and offer support to the branch team to ensure the site is being properly utilized, metadata is being assigned and the proper record management processes are being used.
- Supporting all branch functions
- Possible grant writing for special projects.
- Provide back up to Main Reception/Switchboard and Tenant Services support.
- Assist the branch with the use of Analytical reports from Asset Planner.
- Act as a back up for the Director’s Administrative Assistant for flag and lighting requests either through Asset Planner or from the office of the Chief Commissioner.
- Supporting year end completion for Operations and Finance.
- Maintain WCB and COI document set for contracts.
- Maintain Boot Allowance spreadsheet.
- Managing all Life Safety inspection records submitted by service providers and creating deficiency service requests if needed.
- Close out service requests in Asset Planner when invoices have been received.
- Support other branches as needed, in the absence of the Branch Administrative Assistant.
- Any additional tasks as identified.
**Qualifications and Skills**:
- High School Diploma plus 5 years of related administrative experience
- Certificate or Diploma in Administration (or a related field) is preferred
- Excellent communication skills and ability to maintain a professional and positive image when working with internal and external clients (coworkers, the public, Elected Officials, and senior administration)
- Strong organization and time management skills with the ability to work under pressure and at times, with a high volume of various tasks
- Excellent customer service skills and ability to recognize and deal with matters of a confidential nature in a discrete and professional manner
- Ability to work independently, negotiate priorities on short notice and promptly adapt to an everchanging work environment
- Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook), as well as programs such as O365, SharePoint, TEAMS, OneDrive, Visio and e-Scribe
- Thorough knowledge of Strathcona County protocol and a strong understanding of corporate and division policies, procedures and organizational structure
- Basic knowledge of related terminology and practices related to the management of fleet and facility operations
**Who We Are**:
Strathcona County is a specialized municipality located in the heart of Alberta. Our vision is to become Canada’s most livable community, where our workplace culture and identity are supported by our people plan and values of integrity, respect, safety, fairness, and cooperatio
