Senior Administrative Assistant

Full Time – Permanent (35 Hrs/Week)

Competition TOS2021-52

Strathmore is a vibrant, welcoming community that is recognized as a regional hub for business and recreation. Continued investment in recreation facilities, parks projects, commercial revitalization, and community programming provides an exceptional quality of life for our residents and visitors. Strathmore is in southern Alberta on the traditional lands of the Siksika Nation, surrounded by Wheatland County and a short distance east of Calgary.

The Town of Strathmore strives to be a leader in municipal administration and operations. Our experienced and engaged workforce delivers a diverse range of services and programs that continue to help us set new milestones for quality of life.

Position Overview:

Reporting to the Director of Strategic and Administrative Services, the Senior Administrative Assistant will provide full administrative support to the Director of Strategic and Administrative Services (SAS) and Human Resources Manager and will also provide recruiting and human resources support to the Human Resources team. Duties performed will require considerable confidentiality, attention to detail, and independent judgment.

Responsibilities:

  • Provide full scope senior support and assistance to the Director by taking direction to complete a wide variety of administrative tasks and projects, and proactively anticipate the current and future requirements of the Director
  • Manage scheduling and calendar for the Director and ensure the execution of required logistics including travel arrangements, meeting planning, presentation preparation, meeting documentation and materials, meeting follow up, etc. 
  • Conserve the Director’s time by reading, researching, and routing correspondence; drafting emails, letters and documents; collecting and analyzing information; initiating communications
  • Prepare expense reports and other administrative reports for the Director, Managers in SAS, and Manager of HR
  • Undertake research as directed to compile policy best practices, report summaries and findings, survey data, and financial reports
  • Provide assistance in full cycle recruiting, including completing job descriptions, preparing job postings, pre-screening incoming resumes, compiling interview guides, scheduling interviews, performing background checks, creating offer letters, coordinating onboarding and orientations, and completing relevant paperwork
  • Prepare and maintain accurate organizational charts
  • File employment and department records in physical and digital formats
  • Assist Human Resources with ad hoc requests, audits, reporting, and other requirements as needed
  • Display a high degree of confidentiality, professionalism and diplomacy in a complex government and community office
  • Establish strong and positive working relations with both internal and external stakeholders
  • Comply with all safety policies and procedures
  • Provide meeting support and take minutes, as requested
  • Undertake other tasks and responsibilities as required within the scope of this position

Qualifications:

  • Certificate, diploma, or degree in Legal, Municipal, Human Resources, Business, or a related field
  • Minimum three (3) years related administrative experience
  • Relevant experience in a municipal government sector a definite asset
  • Proficiency with MS Office Suite (Outlook, Word, Excel, PowerPoint, Teams), M-Files and other software applications

Competencies and Behaviours:

  • Excellent communication skills, both written and verbal
  • Strong interpersonal and organizational skills
  • Detail oriented, with the ability to multi-task and meet deadlines
  • Team focused, and able to work collaboratively with all levels in the Town
  • Demonstrated commitment to confidentiality, professionalism, maturity, and discretion
  • Positive relationship management, communication and consulting skills in order to build successful relationships with all departments

Working Conditions:

  • This position may require sitting for long periods in front of a computer/laptop
  • The work week is Monday to Friday, 35 hours per week
  • Consent to disclosure of a Criminal Record Check
  • References from recent employers will be required as part of the recruitment process

The Town of Strathmore has implemented a Mandatory Vaccination Policy requiring all employees to be fully vaccinated against COVID-19 as a condition of employment.  Exemptions are available for those who cannot be fully vaccinated on the basis of a protected legal ground (i.e. medical, religious).  The successful candidate will be asked to provide proof of vaccination or request an exemption as part of the recruitment process.

Compensation:

The Town of Strathmore total compensation package includes a competitive salary, a comprehensive insurance and benefits package with flexible health spending component, and also LAPP pension eligibility.

Application: 

Please submit a cover letter and complete resume of experience and qualifications, quoting Competition TOS2021-52 to: careers@strathmore.ca

This position will remain open until Friday, January 14, 2022.

The Town of Strathmore thanks all applicants; however, only those selected for an interview will be contacted.

We are an equal opportunity employer and encourage applications from all qualified individuals. We are committed to providing a diverse and inclusive work environment where every employee feels valued and respected. We will consider accessibility accommodations to applicants upon request. 

This posting is intended as a summary of the primary responsibilities and qualifications for this position. The job ad is not intended as inclusive of all duties an individual in this position might be asked to perform or of all qualifications that may be required either now or in the future.

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