Job Description
Competition Number:RR 2023 0077Position Title:Senior Administrative AssistantJob Number:J0723-0464Job Type:Permanent Full TimeDivision - Department:Community and Protective Services - AdministrationDate Posted:July 14, 2023Closing Date:July 26, 2023 at 10PM MST
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. Through the actions of the Values We Live By, accountability, communication, leadership, integrity and respect are encouraged, while maintaining a work, play balance.
This position is responsible for providing administrative support to Protective Services. The incumbent performs a variety of office and reception administration duties including assisting Chief Officers, data entry and document management. This position reports to the Supervisor of Administration and fulfills the duties of the Supervisor of Administration in their absence.
Reception Administration
- Correspond with outside organizations for Protective Services tours and Fire Pit Permits with Platoons.
- Greet, register and announce visitors attending meetings or events.
- Account for visitors in an emergency situation in compliance with Visitor Policy.
- Facilitate staff access to Protective Services building via the electronic door system.
- Retain and account for guest access cards as directed under Visitor Policy.
- Evaluate and interpret the nature of the customer request and promptly resolve the concerns or complaints.
- Connect the customer to the appropriate employee if necessary.
- Maintain timelines and retain corporate record of requests and inquiries of telephone message logs.
- Prepare work orders.
- Assist the public with Cat Traps and parking violation forms.
- Maintain confidentiality in regard to all customer needs.
- Professionally represent the City and Protective Services Section.
- Assist the public with general inquiries
Office and Data Administration
- Perform data entry into Fire Pro and ReportExec.
- Enter daily time sheets from scheduling system into payroll System for all in-scope staff members.
- Verify employee time sheets adhere to the Collective Agreement requirements.
- Backup for SGPS DRC position.
- Perform Record Management duties, using the records management software.
- Prepare minutes of meetings, including Protective Services and Emergency Management meetings
- Post-secondary one year Certificate or two Diploma in office administration, business or equivalent an asset.
- Five (5) years of related experience including front-line customer service experience.
- Office Assistant Program
- Experience in a Medical or Protective Services setting is considered an Asset
- Community Peace Officer for Information purposes is considered an Asset
- Must be able to obtain a Commissioner of Oath appointment
If you require assistance applying to this job, please contact our support staff and refer to job number: J0723-0464.
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