Administrative Associate

Job ID : 3160

Openings : One (1)

Jurisdiction: CUPE Local 7

Division: City Operations

Department: Fire & Protective Services

Location Name : Regina, Saskatchewan, CA

Type of Posting: Internal & External

Employment Type : Term up to four (4) months

Hourly Salary: $ $39.49

Annual Salary: $58, $75,292.00

Date Posted : October 27, 2025

Closing Date: November 2, 2025

Land Acknowledgement

We are proud to reside on Treaty 4 Territory and the traditional lands of the Cree, Saulteaux, Dakota, Nakota, Lakota, and Métis Nation, honoring and respecting these Nations and ancestors of this territory and grateful to be here. Regina is committed to building trust and creating true partnerships with Indigenous peoples.

Equity, Diversity & Inclusion

The City of Regina is an equal opportunities employer dedicated to fostering a respectful, collaborative, inclusive, and barrier-free workplace, allowing everyone to achieve their full potential. We value diversity as a key to our success and encourage all qualified candidates, including Indigenous peoples, people of colour, 2SLGBTQIAP+ individuals of all genders, people of disabilities, and members of equity-deserving communities, to apply.

The City of Regina is committed to ensure accessible and accommodating processes during the application and selection phases. If you need accommodation at any point during the recruitment process, please inform our Talent team and we'll collaborate with you to address your requirements.

Position Summary

***This is a Term position up to four (4) months. *** Tentative start day: November 10, 2025.

Are you an organized, proactive professional who thrives on keeping things running smoothly? We're looking for an Administrative Coordinator to provide high-level administrative and logistics support to a Director and their team within the City of Regina.

In this role, you'll be at the centre of communication, coordination, and collaboration — ensuring information flows efficiently and that deadlines, meetings, and deliverables are met with precision.

You will be responsible to provide administrative coordination and logistics services and functions to support a director as well as the administrative work processes and duties for the work unit. Duties & Responsibilities Maintains and manages a tracking system for work unit service levels, deliverables, and activities Composes, drafts, edits, proofreads, and formats correspondence, memos, service requests responses, media requests responses, and reports Updates manuals and standards and circulates revised documents Collects, assembles, and provides information packages—files, reports, correspondence, research, and background materials Attends meetings, take minutes, prepares follow-up correspondence, and tracks progress Responds to requests for information or materials from both internal and external stakeholders Completes searches, inputs data, validates data, manipulates data, and generates reports and lists from programs and applications Liaises with management and executive team for information transfer, delegation, and to coordinate deliverables on behalf of director Coordinates the flow of information/materials for meetings Coordinates calendar appointments, events, and meetings Triages incoming messages and requests (in-person, telephone, email) for response and action Develops, analyzes, implements, and reviews administrative policies, procedures, and systems Makes logistical arrangements for meetings, events, travel and accommodations, and training and development Oversees filing systems in accordance with corporate records management policies and procedures Assists with preparation and verification of budget submission and on-going expenditure monitoring and variance reporting Receives, processes, verifies, reconciles, and completes payment of invoices Monitors office supply inventory, requisitions and purchases within limits of established authority (p-card, blanket agreements, and/or general stores) Reconciles p-cards for work unit Knowledge, Skills & Abilities

Completion of secondary school or equivalent, plus a recognized certification in office or business administration. Minimum of three (3) years of progressive administrative and/or clerical experience providing coordination and support in a professional office environment. Knowledge, Skills & Abilities Comprehensive knowledge of office administration practices, customer service standards, and municipal government protocols, policies, and procedures. Familiarity with collective agreements, bylaws, and relevant legislation, including health and safety standards. Proficient in office productivity software, databases, enterprise systems, and technology tools used for documentation, reporting, and data management. Strong communication and interpersonal skills, with the ability to build relationships and interact effectively across departments and with external stakeholders. Skilled in managing sensitive and challenging interactions with professionalism and discretion. Sound judgment in prioritizing workload, managing multiple deadlines, and adapting to changing operational needs. Demonstrated ability to analyze information, resolve problems, and identify opportunities for process improvement. Knowledge of supervisory practices with the ability to support, guide, and orient team members. Committed to providing accurate, timely, and high-quality administrative support that contributes to organizational efficiency. Promotes a safe, respectful, and inclusive workplace and demonstrates fiscal responsibility in handling supplies, materials, and equipment. Working/Other Conditions

Performs high-volume, detailed administrative tasks requiring sustained focus and accuracy.

Requires visual and auditory concentration for document review, data verification, and minute taking.

Works under tight or unexpected deadlines that demand precision.

Primarily office-based with exposure to occasional stressful or emotionally charged interactions.

May review sensitive or distressing emergency response documentation.

Additional Requirements: Successful candidates may be required to provide a satisfactory criminal record check per the City of Regina's Criminal Record Check Policy. Proof of education is required. Additional assessments may be conducted to evaluate competencies, skills, and knowledge.

At City of Regina, we offer competitive compensation, health and wellness benefits, and growth through educational support and in-house courses. If you're passionate about public service and making a difference, apply now

For detailed job descriptions, CBAs, and application tips, visit our Applicant & Job Resources page .

Note: Only applications submitted via our online application system are accepted