Administrative Assistant

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.

The “Values, We Live By” are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.

We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

THE OPPORTUNITY

The Administrative Assistant is responsible to support the Facility Management department. This position directly interacts with internal clients and responds to vendors and contractor inquires. The incumbent is responsible to assist with data and document management and would perform a variety of administrative and clerical duties. The incumbent would be key in ensuring that Facilities Operations customer service expectation is always met. This position reports to the Manager of Facility Operations.

This is a full-time, temporary position ending December 31, 2025. The salary range is: $50,523.20 - $60,060.00.

RESPONSIBILITIES

Administration and Coordination
- Organize and coordinate meetings, prepares and distributes meeting agendas, as well as attending and recording minutes of the meetings.
- Proofread, compose and/or edit administrative letters, agendas and forms, from draft information.
- Support the delivery of professional presentations and spreadsheets utilizing a variety of software(s)/technology to internal and external clients.
- Obtain the required quotes, coordinates the order, delivery and payment for Administration purchases.
- Where applicable, prepare and process online computerised accounts payable through purchase orders, procurement cards, journal entries, and payment vouchers as per authorized signing authority and policy.
- Process monthly staff procurement card statements and reconciliations.
- Maintain an inventory of supplies, coordinates and completes office supply orders including printer ink, coffee, etc.
- Support meetings and committees, including logístical arrangements, agendas, transcription, minutes, and follow up on subsequent proceedings.
- Assist with projects and event planning.

Records Management
- Act as the department Document Records Coordinator (DRC) and provides leadership, support and training to all staff in this regard.
- Maintain organizational manuals, Department process maps, policies and procedures.
- Organize agreements and contracts, diarizing and monitoring to ensure compliance with contract timelines, requirements and deliverables.
- Act as the steward and coordinator of department reports and documentation to ensure they are submitted and vetted as per corporate processes and requirements.
- Maintain, create, verify, print, and file various records, both hard copy and electronic utilizing Content Manager (CM9) as required.
- File and retrieve information using the Records Management System.
- Coordinate department level information management activities including monitoring data assets throughout their life cycle.
- Maintain an inventory of department resources, reports, manuals etc. Ensuring required updated resources are replaced and/or removed from the inventory.
- Verify department data assets have been classified, retained and disposed of, in accordance with the Corporate Classification & Retention Schedule.

Other Duties
- Understand and adhere to City policies, procedures and standards, whether written or implied, as amended from time to time.
- Contribute to a positive safety culture by always acting in a safe manner and complying with City safety policies for staff and contractors.
- Act as a steward of the City's Corporate Culture by following the values we live by.
- Perform other job-related duties.

QUALIFICATIONS

REQUIRED QUALIFICATIONS:

- Minimum of a one (1) year certificate/diploma in office or business administration.
- Minimum of two (2) years related administrative experience, preferably in a professional environment.
- An equivalent combination of education and experience will be considered.
- Strong professional business communication skills, both verbally and in written form.
- Proficiency in the Microsoft Office Suite (Word, Excel, Outlook) is essential.
- The ability to work independently in a busy and challenging environment, and the flexibility to assist where needed and work as an active team member are essential.
- Ability to work effectively and professionally with all levels within the organization and externally is essential.
- Outstanding interpersonal, time management, organizational and communication skills with a proven ability to interact in a highly professional and confidential manner are crucial.
- Problem sol