Administrative Assistant III at City of Grande Prairie

The City of Grande Prairie is a vibrant, growing community located in the beautiful Peace Country region of Alberta. We are committed to providing exceptional public service and enhancing the quality of life for all residents. Grande Prairie is a great place to live, work, and play.

Our Recreation Department is looking for a dedicated Administrative Assistant III to join the team.

Position Responsibilities

You will be responsible to perform a wide range of administrative duties in a dynamic, fast-paced work environment. In the provision of strong, professional administrative support to the management team, you will be expected to provide a high degree of customer service excellence in the development, fostering and maintaining of positive working relationships with internal and external City departments and staff, internal and external community groups and partners, service providers, contractors & consultants, vendors, members, and guests.

While providing exceptional administrative support you will be responsible to maintain absolute confidentiality and professionalism while caring about the work that you do.

• Act as a first point of contact to CKC with City of Grande Prairie's citizen contact centre for community requests or feedback and assign to the best resources within the department via customer relationship management software.
• Coordinate educational sessions for departmental quarterly leadership team meetings.
• Coordinate the annual Recreation & Culture staff in-service committee.
• Maintain contract renewal process and signed agreement expectations with tenants, food vendors and lease spaces across all of CKC.
• Arrange, book and schedule meetings, presentations, workshops etc. on rotational schedules. Prepare agendas and provide meeting minutes for both internal and external meetings and committees.
• Observance of trends in service requests, H&S concerns and operational improvements that can be brought forward to CKC Management for consideration and mitigation.
• Support to all other CKC supervisors or Recreation & Culture Executive Director's Office as assigned.
• Collaborate with internal departments on opportunities for ongoing efficiency and improvement in alignment to City service standards.
• Act as a contributing team member of the CKC Leadership Team that includes H&S Emergency Response to radio communication and front-line support as deemed necessary.
• Ongoing relationship building and networking with CKC Leadership Team to develop understanding and how to best provide support.
• Monthly reconciliation and reporting for management team expenses.

Qualifications

• Business Administration Certification or Diploma, and/or two years of relevant post-secondary education.
• Minimum of 5 years administrative experience.
• Advanced understanding of office functions, Microsoft Office Suite and other supporting software (e.g., recreation management software such as Perfect Mind, Adobe, etc.).
• Relevant combination of education and experience will also be considered.
• Demonstrated experience working effectively with external service providers and vendors.
• Demonstrated proficiency in large volumes of data entry and data management.
• Superior communication skills (written and verbal), and information sharing skills.
• Strict adherence to safe work practices and procedures.
• Ability to develop or revise existing administrative processes to improve efficiency in completing assignments and tasks.
• Ability to prioritize and respond to diverse customer service requests with excellent customer service skills.
• Ability to work well under pressure to meet set deadlines.
• Exceptional organizational skills with the ability to multi-task and manage multiple conflicting priorities.
• Ability to work independently and as part of the team, while exercising good/independent judgment, demonstrating initiative and pro-activity.
• Demonstrated experience working effectively with both internal and external service providers and consultants.
• Ability to gather information and coordinate work requests.

Hours

The standard workweek consists of an average of 35 hours, with the specific schedule being determined by the immediate supervisor.

Compensation

Salary range $29.88 - $38.65 per hour as per the Out-of-Scope Agreement.

Benefits

Comprehensive benefits package. What We Offer | City of Grande Prairie (cityofgp.com)

Diversity & Inclusion

The City of Grande Prairie is committed to building and sustaining an inclusive work environment composed of individuals with unique experiences, perspectives, talents, and contributions who welcome, support, respect and value all members of the community.

Selection Process

We appreciate your interest in our organization, and we thank you in advance for your application. Candidates selected for an interview will be notified via phone or email.

1. To apply for this position, please utilize the "Apply Now" tab on this web page to submit your comprehensive cover letter and up-to-date resume.

2. Our application review process includes a thorough evaluation of all submissions. Short-listed candidates will be contacted for interview scheduling.

• This posting will be open until a suitable candidate(s) is/are found.
• This posting may be used to fill future vacancies in this position.
• This posting may be used to fill more than one position.

• This temporary position is also open to permanent City employees as a development opportunity. (Secondment)

Note: After submitting your application and uploading your resume, you should expect to receive an email confirmation indicating that your application for this position has been successfully submitted. If you receive this email, there is no need for any additional contact with us regarding this position.

To efficiently manage the high volume of applications we receive for each job posting, we are unable to address job-specific inquiries prior to the interview stage. However, if you progress to the job interview stage, we will gladly answer any questions you may have.