Administrative Support

Job ID: 2505

Openings: 1

Jurisdiction: Out of Scope

Division: Corporate Services

Department: People & Organizational Culture

Branch: Organizational Well-Being

Location Name: Regina, Saskatchewan, CA

Type of Posting: Internal & External

Employment Type: Permanent

Annual Salary: $44,571.00 - $57,386.00 (2024 Rates)

Date Posted: November 26, 2024

Closing Date: December 10, 2024

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 color, 2SLGBTQIAP+ individuals of all genders, persons of disabilities, and members of equity-seeking 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

The Organizational Wellbeing Branch is seeking an organized, proactive, and detail-oriented Administrative Support professional to join our dynamic and growing team! This branch leads organization-wide initiatives of Rewards and Recognition, Learning and Development, Psychological Safety, Equity/Diversity/Inclusion, Performance Management, Leadership Development and Employee Engagement.

The Administrative Support position will play a key role in the success of both the branch and departmental operations by providing essential coordination, logistical, and administrative support. As a vital team member, you will ensure smooth day-to-day operations while collaborating with a diverse group of professionals to drive the effectiveness and success of the department.

If you are looking for a role where your skills are valued and your contributions make a meaningful impact, this is the perfect opportunity for you.

Key Duties & Responsibilities

• Manage and coordinate meeting and appointment schedules.
• Prepare and assemble information packages, reports, correspondence, and background materials.
• Provide logistical support for meetings, including scheduling, preparing agendas, distributing materials, and ensuring smooth execution.
• Respond to inquiries and requests for information from internal and external stakeholders.
• Build and maintain positive relationships across departments.
• Maintaining a training database, organizing and managing accurate records and collaborating with internal employees on training logistics.
• Compose, proofread, and finalize various forms of correspondence and reports.
• Maintain the office filing system and manage document organization.
• Collaborate on onboarding and job-related training for new team members.
• Support the branch administration of Rewards and Recognition program logistics, maintenance of records and regular communication with stakeholders.
• Provide support for in-person and on-line learning platforms, oversight of our Learning Centre and supporting external training facilitators while on site.
• Support the department’s operational success by addressing workflow interruptions and adjusting priorities as needed.
  
  
  

Key Qualifications

• The successful candidate will have completed secondary school or equivalent, with successful completion of post-secondary education in business administration, office management, or a related field preferred, along with at least three (3) years of administrative experience in a professional office environment. Experience in the public sector within a unionized environment is considered an asset.
• High-level proficiency in Office 365 (Word, Excel, PowerPoint, Outlook) is required. Experience working with Learning Management Systems (LMS) and Oracle databases is a preferred asset.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines while maintaining accuracy.
• Excellent verbal and written communication skills for clear and professional interactions.
• Familiarity with standardized administrative processes and adaptability to evolving workflows.
• Ability to build positive relationships and work effectively in a collaborative team environment and leading self with a customer service mindset.
• Capacity to adjust to changing priorities, manage interruptions, and maintain focus in a fast-paced setting.
• Skilled at identifying practical solutions to challenges using established practices, policies, and procedures.
  
  
  

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