GENERAL ACCOUNTABILITIES
The Administrative Assistant will provide full administrative support in the ongoing, day-to-day operations of the Public Works Department. This position attends to incoming clients and communication to ensure inquiries are addressed appropriately and maintains the department’s files and records.
The Town of Drayton Valley is committed to providing and maintaining a safe and healthy workplace for all workers as well as clients, visitors, and members of the public. We are committed to complying with safe work procedures and policies outlined within the Town of Drayton Valley Health and Safety Manual and within the Town of Drayton Valley Health and Safety Policy as well as other safety guidance material.
Workers will:
· Take reasonable care for their own health and safety.
· Follow safe work procedures, instructions, and rules.
· Participate in safety training.
· Report health and safety hazards.
· Report all injuries and incidents.
· Use safety equipment and personal protective equipment as instructed.
Our goal is to provide a safe and healthy work environment that is free from workplace injury and illness. This will only be achieved through the participation, co-operation, and commitment of everyone in the workplace.
REPORTING RELATIONSHIPS
This position reports to: Public Works Manager → General Manager of Municipal Operations → Chief Administrative Officer
DUTIES & ESSENTIAL JOB FUNCTIONS
· Answer phone calls and in-person queries and to direct as required/requested2
- Respond to and record public requests, inquiries and complaints and dispatch staff accordingly.
- Respond to Alberta One (1) Call inquiries by forwarding to correct personnel and report findings through email, phone and/or fax.
- To complete necessary documentation for administrative purposes and for the attention of other staff members.
- Assist in the development of effective information and communication systems for responding to public, contractor and internal staff requests, inquiries, and complaints.
- Conduct minute-taking at Safety, Public Works, and Engineering meetings
- To maintain visual integrity of the reception area, project board, bulletin board; and update the information displayed in these areas as required.
- Display strong customer service principles by:
- Greeting and dealing with the public pleasantly
- Attending to customer concerns by dealing with the matter directly or redirecting the concern to the appropriate person, and
- Displaying loyalty to the facility, its management, and staff.
- Complete documentation and assignments on the computer with accuracy, and to establish the most effective and efficient systems for storing and filing paper and electronic documents.
- Assist the Public Works Lead Hand with all emergency and safety procedures as required.
- Assist with the supervision of the facility and its immediate surroundings by:
Ensure that staff, contractors, and visitors are complying with the rules of the facility
Ensure that equipment or other Town equipment misuse is documented and reported
Ensure training and competency records are maintained
- Order required office materials, traffic supplies as well as other supplies for the facility as requested.
- Administer contractor contracts, arrange for invoicing and to enter the information accurately.
- Call and schedule contractors as requested by the Public Works Lead Hand or designate
- Secure sponsorship for the Communities in Bloom program
· Complete all necessary filing and to initiate improvements to the filing system
- Produce records and data on facility functions as requested by the Public Works Lead Hand
- Assist in creation of work plans, schedules, and flow charts; assist in monitoring plan efficiencies.
- Assist with database creation and maintenance for asset management of equipment, machinery, and stock inventories.
- Review and format letters and reports as requested by the Public Works Lead Hand
- Other functions as assigned by the Public Works Lead Hand or designate
QUALIFICATIONS AND EXPERIENCE
- High School Diploma or equivalent
- Post-secondary diploma or certificate in Office Administration from a recognized institution is an asset
- Demonstration of solid customer service skills
- Excellent telephone etiquette and written/verbal communication skills
- Computer competency in Windows applications – Microsoft Word, Excel, Outlook, Publisher; database applications, Adobe Acrobat, and network systems.
- Valid Class V driver’s license with clean abstract
Job Types: Full-time, Fixed term contract
Contract length: 6 months
Pay: $25.72-$33.18 per hour
Expected hours: 38 per week
Language:
- Mandarin (preferred)
Work Location: In person