Administrative Assistant

Administrative Assistant - Protective & Community Services

About the Municipal District of Bighorn:

The Municipal District of Bighorn No. 8 is a rural municipality located in the beautiful natural setting. A community of unique communities, the MD is characterized by ranching and other agricultural uses, industrial uses, low impact tourism facilities, hamlets, and large tracts of undeveloped crown land reserved for forestry activities. It is recognized that the quality of life of our residents is tied to a healthy, natural environment and a robust economy.

Why work for us?

• Competitive salary
• Health Benefits
• Pension
• Wellness Spending Account
• Paid vacation and personal days
• Work/Life Balance
• Earned Day Off Program (EDO)

Hours of Work:

Monday to Friday, 8:30 a.m. to 4:30 p.m.

Salary:

Starting at $ 81,760.22 per annum

Position Summary:

The Administrative Assistant reports to the Director of Protective & Community Services and provides administrative support for the Protective & Community Services Department. The Department encompasses the following divisions: Municipal Enforcement, Fire Emergency Services, Community Support Services, and Emergency Management.

This position coordinates the records administration, training, events, and projects to support the success and integration of the MD of Bighorn's Protective & Community Services. The incumbent is a respected member of an effective team, dedicated to maintaining and improving our community, and as such, they serve the public with courtesy and respect.

Duties & Responsibilities:

• Acts as a first point of contact for Protective & Community Services providing front line operational and administrative assistance via phone, email, or in person.
• Follow-up and respond in a timely and accurate manner to community and staff regarding department matters, while creating a corresponding document for further escalation and tracking as required. Referring inquiries of a more complex nature to appropriate division and/or personnel.
• Establish and maintain a good working relationship with all departments.
• Provides professional administrative support to ensure efficient and effective operations of the Director's office.
• Assist the Director, as necessary, in the preparation of reports and documents for Council, committees and boards.
• Recording secretary for department and project meetings, includes but is not limited to the coordination of meetings, preparing agendas, taking meeting minutes and the distribution of documents and correspondence.
• Assist in the coordination of divisional training and administer training records and certifications accordingly.
• Sound judgement and discretion when responding to inquiries regarding classified and confidential information.
• Participate in training and emergency management exercises.
• Provide logistical support for training and other large-scale planned events (i.e. Emergency Preparedness Week, Fire Prevention Week).
• Assist in the development and maintenance of emergency resource contact lists and databases.
• Participate in research and development of plans related to each of the divisions, which will include bylaws, policies and procedures, ensuring alignment with legislative and regulatory requirements.
• Assist in ensuring the ongoing readiness of Incident Command Post (ICP) and Emergency Coordination Centre (ECC) for activation.
• Research and assist with applications for grant funding that would enhance department services, as well as relevant community groups, and submit appropriate reports.
• Assist with providing overall clarification and interpretation of departmental policy, processes and legislation to internal and external stakeholders.
• Track and record departmental contracts and expenditures.
• Assist with the data input of Provincial and Municipal orders, citations, warnings and courtesy tags.
• Ensure billing for divisional response activities is complete and documented.
• Liaise between enforcement services and outside agencies and partners (i.e. AB Provincial Court, Crown Prosecutors Office and RCMP).
• Enforce action inquiries through the Provincial A.P.I.S. system.
• Ability to work evenings and weekends as required.
• Perform other duties as assigned.

Qualifications

• Grade 12 education or GED equivalency.
• Post-secondary education in office administration or related field.
• Minimum of 5 years administrative experience preferably in a local government setting or related field, including community support, fire or enforcement service. Preference will be given to those with the combination of experience and education.
• Currently holds or can attain Incident Command System (ICS) 100, 200 and 300 level certifications.
• Demonstrated ability to take initiative and work independently on individual projects, as well as the ability to work in a strong team environment.
• Ability to consistently maintain a high level of attention to detail.
• A strong understanding of confidentiality and diplomacy while working with sensitive information.
• Strong technological ability including the ability to work in a variety of specialized records management programs and databases.
• Exceptional verbal and written communication skills, able to synthesize complex information concisely and provide relevant correspondence.
• Time management skills with experience managing multiple priorities and multi-task effectively in a high-pressure environment.
• Proficient in MS Office applications and Adobe.
• Valid Class 5 Alberta Driver's License.

This posting will remain open until January 8, 2026.

Submit your cover letter and resume to Laure Wanlin:

Thank you for your interest in the MD of Bighorn careers.

At this time, we will only be contacting applicants who have been selected to move forward in the recruitment process. If you are selected, you will be contacted by Human Resources.

Job Types: Full-time, Permanent

Pay: From $81,760.22 per year

Work Location: In person