Administrative Assistant

Reporting to and supporting the Supervisor, Administrative Support, this position provides administrative support to the Manager, Utilities Finance and Accounting, the Utilities Finance and Accounting branch which includes the Utility Billing function, and the department’s Occupational Health and Safety (OHS) program. Working collaboratively across the branch and department, this position contributes to a variety of operational, financial, and administrative initiatives to support departmental objectives.

The ideal candidate will excel in a dynamic and fast-paced environment, demonstrating outstanding multi-tasking abilities, communication skills, and the capacity to foster interdepartmental teamwork. This role is also responsible for assisting in the delivery and maintenance of the health and safety management system and maintaining OHS records for the department.

This posting is for 1 permanent full-time position up to 1 year

Key Responsibilities:

• Maintain the Manager’s schedule including coordinating meetings, preparing meeting materials and logistics
• Liaise with Manager’s direct reports to initiate appraisals, arrange one-on-one meetings, coordinate department activities
• Coordinate department review and updates to OHS documents, maintain and update electronic filing systems for OHS data management requirements, e.g. safe work practices, standard operating procedures, hazard assessments, field level hazard assessments and safety data sheets; liaise with branch supervisors to ensure information is accurate and complete
• Confined space entry and other OHS equipment tracking
• Arrange, schedule and organize OHS training and orientation for Utilities department staff
• Schedule and organize driver evaluations, immunizations, hearing tests, fit tests, confined space entry equipment maintenance and inspections for department staff
• Track and follow up with action items from incident investigations, inspection reports and safety meetings
• Responsible for managing Utilities Finance & Accounting branch and department OHS electronic records in SharePoint
• Perform administrative tasks for the Utility Billing team (e.g. updating schedules, data entry, monitoring email, SharePoint site management etc.)

Qualifications and Skills:

• High school diploma with a minimum of 5 years administrative experience
• A business administration or safety certificate/diploma is an asset
• Extensive knowledge of corporate and department OHS procedures and Occupational Health and Safety Act, Regulation and Code would be an asset
• Excellent interpersonal and communication skills (both written and verbal)
• Proven ability to prioritize tasks, manage multiple projects, and maintain a high level of organization to consistently meet deadlines
• Proficient in office administration and all Microsoft Office products, specifically Word, PowerPoint, Outlook, Excel, OneNote and SharePoint
• Ability to deal with confidential employee and corporate issues and maintain discretion at all times

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, collaboration, and accountability.

Why Join Strathcona County: (depending on position)

• Competitive salary and comprehensive benefits package, which includes:
  • Extended health and dental coverage
  • Health and wellness spending account
  • Life and disability insurance
  • Retirement and pension programs
  • Earned day off program
  • Employee and family assistance program
• Commitment to employee development, through internal and external training and development opportunities
• Well-being programs and a safety culture focused on physical and psychological health in the workplace

Equivalencies of education and experience may be considered.

This competition may be used to fill future vacancies for similar positions within the next 6 months.

Strathcona County is committed to an inclusive, respectful, and equitable workplace that represents the community we serve. We welcome applicants from all backgrounds who can contribute diverse perspectives and experiences.

We thank all applicants for their interest; however, only those selected for an interview will be contacted.