Finance Administrative Assistant

Job summary

The Administrative Assistant provides comprehensive support to two managers, including calendar management, meeting coordination, and document preparation. They also manage procurement tasks, maintain records, and assist with branch onboarding and process improvements.

Job details

Join Financial and Strategic Services as an Administrative Assistant! This position provides support to two Managers in a high-volume department while demonstrating independence and leadership to proactively ensure that all administrative needs are met. This posting is for one temporary full-time posting for up to 9 months Key Responsibilities * Act as first point of contact for both Manager’s offices; record and track meeting deadlines and evaluate incoming issues * Provide calendar, email management, and correspondence support * Schedule, organize and assist with internal and external meetings, workshops and events including the preparation of agendas, minutes and related meeting and workshop materials * Administration of SharePoint sites, internal web pages, public websites and act as a subject matter expert for potential improvements * Coordinate and proofread various documents such as reports, presentations, and enclosures to ensure that they are clear and align with the report writing guidelines for Council, Executive Team and Senior Leadership Team reports * Coordinate information for reports, presentations, policies, bylaws and procedures and ensure the use of the County’s workflow system for reports * Develop innovative administrative processes and practices and assist with implementation for branch effectiveness * Monitor project or policy related documents, records, and spreadsheets * Proactively manage project tasks including sending reminders to project leads for updates * Perform procurement and contracting duties such as preparing various contracts, legal agreements, purchase orders, requisitions and requests for proposals * Ensure that the branch’s records (physical and electronic documents) are assessed and managed in line with the County’s record retention policy, including assessing files for redundancy, obsolescence and archiving * Support the review of training materials, presentations, procedures and guides for formatting, readability and County standards * Maintain role and position specific onboarding checklists and coordinate the branch onboarding and offboarding for employees Qualifications & Skills * High school diploma with a minimum of five years related experience * Office Administration certificate or diploma is an asset * Excellent communication skills and ability to maintain a professional and positive image when working with internal and external clients (colleagues, the public, and senior administration) * Strong organization and time management skills with the ability to work under pressure and at times, with a high volume of various tasks * Excellent customer service skills and ability to recognize and deal with matters of a confidential nature in a discrete and professional manner * Ability to work independently, negotiate priorities on short notice and promptly adapt to changes * Extensive knowledge of Microsoft Office Suite (Word, Excel, PowerPoint, & Outlook), as well as programs such as SharePoint, TEAMS, OneDrive, Visio and e-Scribe Conditions of Employment: * Submission of a Satisfactory Criminal Record Check 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 role may be eligible to participate in our hybrid work program. 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.

What you’ll do

The Administrative Assistant provides comprehensive support to two managers, including calendar management, meeting coordination, and document preparation. They also manage procurement tasks, maintain records, and assist with branch onboarding and process improvements.

Requirements

Candidates must have a high school diploma and at least five years of related experience, with an office administration certificate considered an asset. Proficiency in Microsoft Office Suite and strong organizational and communication skills are required.

Benefits

• 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
• Employee development opportunities
• Well-being programs

Listed skills

• Time management · Preferred
• Project Coordination · Preferred
• Customer service · Preferred
• Administrative Support · Preferred
• Communication Skills · Preferred
• Microsoft Office Suite · Preferred
• Procurement · Preferred
• Onboarding · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Calendar management
• Email management
• Meeting coordination
• Document proofreading
• SharePoint administration
• Procurement
• Contracting
• Records management
• Onboarding
• Microsoft Office Suite
• Time management
• Customer service
• Communication skills
• Project coordination
• Report Writing
• Office Administration
• Proofreading
• Professionalism
• Accountability
• Ability To Meet Deadlines
• Microsoft Teams
• Microsoft Excel
• Spreadsheets
• Checklists
• Customer Service
• Communication
• Training And Development
• Electronic Documents
• Email Management
• Leadership
• Innovation
• Project Management
• Microsoft Outlook
• Microsoft Office
• Microsoft Visio
• Microsoft PowerPoint
• Presentations
• Purchasing
• Request For Proposal
• Safety Culture
• Microsoft SharePoint
• Time Management
• Web Pages
• Workflow Management Systems
• Psychological Health

Job areas

• Administrative
• Government & Public Sector
• Finance & Accounting
• Customer Service & Support
• Finance Administrative Assistant
• Office / Administrative Assistant (General)
• Administrative and Executive Secretaries
• Secretaries and Administrative Assistants, Except Legal, Medical, and Executive