Administrative Assistant

We have an exciting opportunity for an experienced Administrative Assistant to join the Administrative Talent Pool. This pool provides opportunities for short-term casual and temporary administrative assignments within various departments across the Town of Okotoks. Successful candidates are flexible in their availability and able to perform a range of administrative tasks. If you enjoy collaborating with others, share our values and have a desire to learn and grow, join our Administrative Talent Pool.

The Administrative Assistant provides support to various departments across the organization. Assigned administrative responsibilities may encompass one or more of the following areas:

Customer Experience Support

• Provide information and guidance on services and or programs offered by the Town of Okotoks;
• Process and/or direct customer enquiries to appropriate business centres;
• Receive payment for Town services, programs and or bookings;
• Accountable for daily cash handling and receipting according to approved Town practices
• Provide timely and accurate responses to customer inquiries;
• Receive and process internal and external mail, data entry, track data costs and usage statistics.

Office and Administrative Support

• Provide administrative support including preparing standard letters, receiving and processing mail both internally and externally;
• Be involved in all aspects of coordinating the calendar of others including setting up meetings, creating and circulating agenda and meeting minutes, coordination of meeting rooms, required technology and other details related to the event or meeting;
• Provide administrative back-up and assist with special projects as required.

Financial Support – Accounts Receivable & Accounts Payable

• Answer all inquiries, whether in person, by telephone, or written, pertaining to financial accounts;
• Prepare cheques and/or electronic payments and statements on a weekly basis, validating appropriate documentation, approvals and vendor statements;
• Prepare cash requirement reports and spending analyses as required;
• Balance accounts receivables and payables sub-ledger to general ledger on a monthly basis;
• Create, modify & update reports and analysis as required;
• Responsible for debt collection on behalf of the Town.

Facility Booking

• Work with user groups to schedule Town recreation facilities;
• Work may focus on certain indoor or outdoor recreation user groups and/or facilities such as - Indoor: Ice arenas, dry pad activities, Rec. Centre gymnasium and school gymnasiums covered by Joint Use agreements. Outdoor: Baseball diamonds, soccer and other play fields and green spaces;
• Create, amend and maintain facility booking contracts and associated documents in recreation software system and corporate records management system where applicable, including related documents such as special event forms, insurance, rates and fees, facilities and equipment;
• Work with internal and external clients regarding special events, ensuring the events run smoothly, including booking space, communication with parties involved for proper set-up, take-down of the event, permitting procedures for road closures, etc.

Opportunity Details

What we offer

We recognize the best candidates for a position may have a variety of professional experience, skills, competency, and practical experience, and not just educational accomplishments.

A combination of education and experience that would provide the required knowledge, skills and abilities to qualify. A typical way to qualify is equivalency to completion of high school with specialized training recognized by a certificate, plus:

• Exceptional customer service skills, the ability to multi-task and prioritize workload while dealing with frequent interruptions are required;
• Good oral and written communication skills as well as experience with handling cash;
• Experience in working with Microsoft Office suite;
• A broad knowledge of the community’s resources and services is an asset;