Administrative Assistant
Competition #26-009-103
The Town of Ponoka is currently recruiting for a permanent full-time Administrative Assistant in the Legislative Services department. Position Summary
Reporting to the Legislative Services Manager, the Administrative Assistant provides administrative, reception, customer service, and records management support to the Legislative Services department. This position plays a key role in supporting corporate records and information management functions, front-line customer service delivery, and general administrative operations for the Town of Ponoka.
The Administrative Assistant serves as the first point of contact for members of the public entering Town Hall, operates the main switchboard, assists with committee and administrative support functions, and supports the management, retention, retrieval, and protection of corporate records in accordance with municipal bylaws, policies, and applicable legislation.
This position contributes to the effective delivery of municipal services while supporting the Town’s Mission, Vision, and Values through professional, responsive, and confidential service to internal and external customers. Typical Duties and Responsibilities
1.Assist with Records Management by:
Creating, receiving, classifying, maintaining, and retrieving physical and electronic records in accordance with the Town’s Records Retention Bylaw, approved retention schedules, and applicable legislation, including the Access to Information Act (ATIA) and the Protection of Privacy Act (POPA).
Scanning, uploading, organizing, and maintaining records within the Town’s electronic document and records management system in accordance with established procedures and standards.
Maintaining secure, accurate, and accessible physical and electronic filing systems.
Assisting departments with records classification, retrieval, retention, and disposition processes.
Supporting organizational accountability, transparency, and legislative compliance through consistent records management practices.
Assisting with records searches and access requests as required.
Identifying opportunities to improve records management processes and administrative efficiencies.
2.Serve as the Receptionist and first contact for individuals entering the Town office by:
Serving as the first point of contact for visitors entering Town Hall.
Welcoming visitors, respond to inquiries, and direct individuals to appropriate departments or staff.
Provide accurate information regarding municipal programs, services, processes, and community information.
Maintain the Town Hall visitor sign-in/sign-out process.
Ensure the reception area and public information displays remain professional, organized, and appropriately stocked.
3.Support Switchboard and Town Communications by:
Operating the main switchboard and responding to incoming telephone inquiries in a professional, courteous, and efficient manner.
Directing calls appropriately and relay messages as required.
Assisting with website postings, event calendar updates, and electronic community sign postings as directed.
Supporting public communication initiatives through basic administrative website and content updates.
4.Provide general administrative support by:
Receiving, sorting, and distributing incoming and outgoing mail, courier packages, and other correspondence.
Preparing, formatting, proofreading, and distributing correspondence, reports, forms, and other documents.
Providing minute-taking and administrative support for committees and meetings as assigned.
Maintaining and monitoring the general Town email account.
Coordinating Civic Centre room bookings and ensure meeting rooms remain organized and appropriately stocked.
Administering the Town Hall coffee fund and related purchasing.
Maintaining office supply inventories and arrange for replenishment as required.
Any other duties as assigned
Minimum Requirements
Education
Completion of Grade 12 supplemented by a post-secondary certificate or diploma in office administration, records and information management, local government administration, or a related administrative field.
Experience
Minimum of two (2) years of progressively responsible administrative experience, preferably in a municipal, public sector, legislative services, or records management environment.
Other
Class 5 Driver’s License
Satisfactory Driver’s Abstract
Satisfactory Criminal Record Check
Competencies
General Knowledge of:
General knowledge of municipal government structure and operations.
Familiarity with records retention requirements, privacy legislation, and information management practices within a public sector environment, including the requirements of the Municipal Government Act, Access to Information Act and Protection of Privacy Act.
Working knowledge of Microsoft Office Suite applications.
Familiarity with electronic document and records management systems.
Additional Skills:
Excellent interpersonal and customer service skills.
Strong written and verbal communication skills.
Ability to maintain confidentiality and exercise sound judgment.
Strong organizational and time-management skills with the ability to manage multiple priorities and interruptions.
Ability to establish and maintain positive working relationships with staff, elected officials, and the public.
Ability to work independently with minimal supervision.
Strong attention to detail and accuracy.
Ability to identify and resolve problems in an effective and professional manner.
To be effective in this position, an individual will:
Demonstrate integrity: honesty, responsibility, and trustworthiness.
Display a strong commitment to serving the community.
Effectively represent the interest of the municipality.
Aim for excellence, striving for the highest quality in all that you do.
Be respectful to others and treat them the way you would want them to treat you.
Maintain transparency and open communication within the organization, as well as between the community and the Town’s government. Working Conditions
Primarily office-based environment with prolonged computer and telephone use.
Frequent interruptions and interaction with the public.
Light lifting, reaching, carrying, pushing, and pulling.
Exposure to confidential and sensitive information requiring discretion and professionalism.
Health and Safety
Provide our community with quality services in a responsible manner within a healthy environment.
Ensure the Town of Ponoka’s health and safety policies, procedures, and safe work practices are followed in accordance with the Occupational Health and Safety Act and Regulations.
Position status: Permanent full-time
Salary range: $27.76 - $32.19 per hour
Benefits: Full benefits package including group life, dental, extended health care, short and long term disability, and a flex health and wellness account
Participation in Local Authorities Pension Plan
Paid vacation
Closing date: Open until suitable candidate found
The Town of Ponoka thanks all applicants in advance, however, only those being considered will be contacted
Pay: $27.76-$32.19 per hour
Benefits:
- Company events
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
- Vision care
Work Location: In person
