Administrative Assistant

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.
The “Values, We Live By” are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.
We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

This competition will be used to fill current and future vacancies for casual and temporary Administrative Support positions. Both Full-time and part-time opportunities may be available.
Candidates who are successful in the selection process will be placed in the Administrative Assistant Talent Pool. The number of positions to be filled has not been identified at this time. This competition will be used to create an eligibility list of qualified candidates to fill upcoming opportunities.
Casual and temporary Administrative Assistants are part of a vibrant pool of employees who are available to provide excellent administrative support and client service, contributing to the success of the City.
As part of our casual and temporary pool, employees are available on an on-call or temporary basis offering administrative support to a variety of departments. These employees are called on to assist during vacancies, peak periods, vacation or sick leave coverage, as well as project work.

Specific duties will include a broad range of administrative functions. These functions support the current and evolving needs of our departments, and contribute to the continual improvement of efficiencies.
Service and support in the following areas will include, but are not limited to:

• Providing client service to staff and the public (via front counter, telephone and email).
• Proofreading, editing and formatting a range of correspondence and written material.
• Maintaining and updating records and files.
• Supporting meetings and committees, including logistical arrangements, agendas, transcription, minutes, and follow up on subsequent proceedings.
• Preparing interdepartmental documents as required.
• Maintaining and organizing file room and office supplies.
• Assisting with projects and event planning.

REQUIRED QUALIFICATIONS:
We are seeking candidates with the following:

• Minimum of a one-year certificate/diploma in office or business administration.
• Minimum of 2 years related administrative experience, preferably in a professional environment.
• An equivalent combination of education and experience will be considered.
• Proficiency in Microsoft Office Suite (Word, Excel, Teams Outlook).
• Aptitude to learn multiple systems.
• Ability to work independently in a busy and challenging environment, and the flexibility to assist where needed and work as an active team member.
• Ability to work effectively and professionally with all levels within the organization and externally.
• Outstanding interpersonal, time management, organizational and communication skills with a proven ability to interact in a highly professional and confidential manner.
• Strong attention to detail.
• Problem solving and exercising good judgment.
• Knowledge of computer applications, typing, filing, reception duties, data entry, scheduling meetings and a variety of other skills will be well utilized.

ASSET QUALIFICATIONS:
Special consideration will be given to those who hold:

• Previous municipal experience
• Basic financial experience
• Experience in working in one of our city used systems (Avanti, Cartegraph, Questica, CityView, etc.)

COMPETENCIES:
The ideal candidate will be able to demonstrate the following competencies:
- Thinking & Acting Strategically - sees beyond current situation, understands impact, creates alignment, links priorities to strategy, advises.
- Building Influential Working Relationships - able to effectively build relationships with a wide range of partners internally and externally to the organization.
- Optimizing Performance & Results - knows and understands how to set and achieve results, they build accountability with their teams, and maximize their team’s performance. They strive to improvement performance through innovation, while continually assessing risk and inspiring others.
- Growing Talent & Workforce Capacity - fosters and inclusive workplace, and builds a learning culture that pursues continuous growth, and builds capacity within teams.

• Fostering Innovation & Steering Change – able to identify issues, stimulates creativity, remains on the leading edge, and is agile in change management.

• Politically Astute – knows and understands legislative and regulatory processes and has an intuitive ability to read the political implications of recommendations and actions; prepared to guide and mentor City leadership with solid and informed recommendations.

Depending on the position, you may be required to obtain a satisfactory record check.

Only those candidates selected for further consideration will be considered.
Please email hr@sprucegrove.org for the full position description.
Candidates may be interviewed as applications are received.
This selection process may be used to fill casual/term positions of various types and tenures.

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