Ckc Administrative Assistant Iii

Your Opportunity

Your Impact

Organization

The City of Grande Prairie's Community Knowledge Campus (CKC) is looking for an outgoing, professional, and organized Administrative Assistant to join their team. This position reports to the CKC Director and provides administrative support to the CKC Management Team.

The CKC Administrative Assistant demonstrates a commitment to the City of Grande Prairie's Guiding Beliefs, which include practicing integrity, having fun while at work, cooperation with the team, being flexible when necessary, providing great service, and caring about those around you including all community stakeholders.

Community

The CKC Management Team has the overall operational responsibility of the following City facilities: Design Works Centre (twin ice arenas), Eastlink Centre (multi sport & recreation facility), Hansen Lincoln Field & Grandstand (outdoor synthetic sports field), Dave Barr Community Centre (arena with leased space) and the Aquatera Outdoor Pool (seasonal).

Your Key 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. The administrative duties will include but are not limited to:

• 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.

You Will Need

The following skills will be essential for you to succeed in this position:

This Education

• You will have a Business Administration Certification or Diploma, and/or two years of relevant post-secondary education.
• A 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.)
• A relevant combination of education and experience will also be considered.

These Skills & Qualifications

• 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.

This Experience

• 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.

Schedule & Culture

Hours

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

Culture

At our city, we offer a supportive work environment where you can grow your career. We recognize the value of work-life balance and offer comprehensive benefits, and flexibility with scheduling, wellness events, social activities, and community fundraising activities.

Compensation

Salary

Starting Salary $29.29 per hour as per the Out-of-Scope Agreement.

Benefits

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

Diversity & Inclusion

Our organization values diversity and inclusion and is committed to equal opportunities for all candidates.

Application Process

Submit a cover letter and resume through the "Apply Now" tab on the web page (include Job ID).

Shortlisted candidates will be contacted for an interview by email or telephone.

To Note:

After submitting your application and uploading your resume, you should expect 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.

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